ESEA Monthly Newsletters 2020

December 2020

EXCITING NEWS: Title I Comparability for fiscal year (FY) 2021 


The ESEA Title I Comparability Report for FY21 has now been automated and will be produced by the Maine Department of Education using the NEO certified October 1, 2020 student enrollment and December 1, 2020, instructional staff counts in the data warehouse.  As the FY21 Comparability reports and data are reviewed and accepted by the Title I ESEA Team during December, a copy of the report and backup documentation will be forwarded to the Superintendent of Schools and the ESEA Coordinator by the end of December.  You should review these documents and let us know if you have any questions.  You must maintain this documentation as it is one of the required documents for the Single audit process.  Additional information regarding comparability definitions and processes is posted on the Title I Comparability website.  Review this comparability information to further understand the FY21 Comparability Report that you receive.   

 
Section 1118(c) of Title I of the Elementary and Secondary Education Act (ESEA)/Every Student Succeeds Act (ESSA), requires that school administrative units (SAUs) with multiple attendance areas maintain comparability of local/state resources between the Title I schools and the non-Title I schools; or if all the schools at a grade span are Title I schools, comparability of local resources must be maintained among the Title I schools.  A list of SAUs required to comply with comparability requirements is posted to the Title I Comparability website. 

If it is determined that comparability is not met, a Title I ESEA team member will be contacting the SAU’s ESEA Coordinator for additional information and data to finalize the determination and next steps.  

 

Questions regarding ESEA Title I Comparability and the reports can be directed to Jackie Godbout, Title IA, at jackie.godbout@maine.gov or Monique Sullivan, Title IA, at monique.sullivan@maine.gov.  The Title I Comparability website is located at https://www.maine.gov/doe/doe/learning/comparability

Fun Data Fact and ESEA Resource Highlighted


Fun Fact: The nine people on the ESEA Federal Programs team have collectively served the Maine Department of Education for almost 58 years!  

ESEA Resource: Be sure to check out the ESEA Resource page at www.maine.gov/doe/learning/esea/resources if you were unable to attend the ESEA Virtual Office Hours. The office hours are recorded and posted to this resource page, within a week.  

Friendly Reminders for Planning and Program Implementation 

Here’s a few things to keep in mind as the 2020-21 school year continues and December begins: 

Parent & Family Engagement 


Parent involvement must be planned and implemented with meaningful consultation with parents of participating children at both the school (for schools operating Title I programs) and the district level. Training, activities, and materials need to be provided to parents to help them work with their children to improve their children’s achievement, to foster parent involvement, and to build partnerships with the school and community.  Title I funds may be used:  1) to pay reasonable and necessary expenses associated with local parent involvement activities including transportation, to enable parents to participate in school-related and training sessions, 2) to train parents to enhance the involvement of other parents,  3) to establish a districtwide parent advisory council to provide advice on all matters related to parent involvement and participation; and 4) to involve parents in the development of training of teachers, principals, and other educators to improve the effectiveness of training.  

Fiscal 


We encourage Business Managers to submit monthly invoices for all ESEA titles. In addition, review and ensure alignment between approved application(s), project budgets, and schoolwide plans.  

Friendly reminder that the period of allowability for the fiscal year 2019 funds has been extended to through September 30, 2021, due to a waiver the Maine Department of Education received. With this said, now might be a great time to touch base with the ESEA Coordinator if FY19 funds remain.  

Professional Learning Opportunities 


Professional Learning offered through the Department of Education is a fantastic resource for supporting leadership development for administrators and educators. The Department’s professional learning calendar is available at https://www.maine.gov/doe/calendar. This calendar has increased functionality including a search feature.  

For more information about professional learning opportunities specific to Tier III identified schools, please contact Teri Peaslee, School Turnaround Professional Development Coordinator at teri.peaslee@maine.gov or (207) 624-6706. 

 
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. 

November 2020

General & Title Specific Updates from the ESEA Federal Programs Team 

Salaries and Benefits 

Information from the Maine Department of Education’s (DOE)  School Finance and Compliance Team:   Since fiscal year (FY) 2008, benefit lines are required to be reported in the same fund/program/function/cost center as the salary line is coded. We are starting to see a number of districts where the salary is coded to the federal fund, while the benefit is coded to general fund.   Please make note that the benefits must be paid out of the same fund as the salary is paid out of.   

From the ESEA Federal Programs Team:  If federal funds are insufficient to meet both salary and benefits, an allowable option would be to pay a percentage share of salary and benefits from each federal and local fund account.   

Monitoring 

Last year, a cohort of districts were monitored in conjunction with Special Services. Several factors, including the long-term impact of the COVID-19 pandemic, have caused the ESEA Federal Programs Team the need to finish up this monitoring cycle from last year and to restructure the upcoming monitoring rotation. As a result, we will not be monitoring alongside the Special Services Team for school year 2020-2021. Instead, we will take this year to prepare trainings and resources to support districts when they are notified that they are in an upcoming monitoring cycle. More information will be coming out as this work progresses. 

Fun Data Fact(s) and ESEA Resource(s) Highlighted 

Over 42% of districts statewide had submitted the fiscal year (FY) 2020 Performance Report as of the morning of November 2nd. Please reach out to your ESEA regional program manager if you have any questions about completing the ESEA performance report. 

Did you know that each ESEA Title has a spending snapshot? The spending snapshots gives examples of allowable and unallowable uses of grant funds. Visit the ESEA Federal Programs website (https://www.maine.gov/doe/learning/esea), click on a Title specific icon to find a link to each spending snapshot. The spending snapshots might be helpful if the district has fiscal year (FY) 2019 funds remaining and might be thinking about creating a new project for the carryover funds. Due to a waiver, FY 2019 funds period of allowability is through September 30, 2021. If considering designing a new carryover project, be sure to touch base with your ESEA regional program manager! 

Friendly Reminders for Planning and Program Implementation 

Here’s a few things to keep in mind as the 2020-21 school year continues and November begins:   

Application and Performance Reports: 

As we have mentioned before, we understand that this school year is very unique, but our school educators and personnel continue to rise to the challenge!  Please know that we appreciate you and all of your hard work.  

This year the district and/or school may have created new goals to meet the evolving student needs. It is critical to continue to review the goals with all stakeholders, evaluate data to show growth or areas of need, and reflect any changes in the district and/or school’s Comprehensive Needs Assessment (CNA).  

Please note that the district must collaborate with teachers, paraprofessionals, principals, other relevant school personnel, and parents to plan the professional development activities, as stated in federal statute, Sec. 2122 (b)(7) Sec. 2102(b)(3). So, it is important to maintain documentation of name and role of individuals involved in collaborative planning meetings, collaborative planning meeting minutes, along with evidence of the professional development offerings and attendance.   

Just a friendly reminder that when fiscal year (FY) 2019 funds are fully expended, be sure to go into the FY 2019 Performance Report and complete the closeout reporting (extension carryover report and final expenditure summary). The spending snapshots (mentioned above) might be helpful if the district has fiscal year (FY) 2019 funds remaining and might be thinking about creating a new project for the carryover funds. Due to a waiver, FY 2019 funds period of allowability is through September 30, 2021. If your district is considering designing a new carryover project, be sure to touch base with your ESEA regional program manager! 

   

Parent & Family Engagement 

It is important to involve parents and families in the planning, reviewing, and implementing of engagement activities at both the district and school level. As parent and family engagement activities are being conducted, remember to gather evidence of meetings including agendas, itineraries, surveys, evaluations, etc.  Engagement activities should focus on addressing the needs of parent and family members to assist with the learning of their children and improving student academic achievement, including engaging with school personnel and teachers, supporting successful school and family interactions, and lessening the barriers to greater parent participation in activities. More information regarding parent and family engagement requirements can be found in ESSA Section 1116. 

Fiscal 

Please review the description for supplies and equipment obtained from the Maine Department of Education’s Federal Grant Management Handbook which provides Fiscal Guidance for Federal Grant Programs from 2 CFR Part 200 - 2 CFR Part 225 - OMB Circular A-87. This handbook is available at https://www.maine.gov/doe/funding/accounting/handbook.  

§200.94   Supplies 

Supplies means all tangible personal property other than those described in §200.33 Equipment. A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-Federal entity for financial statement purposes or $5,000, regardless of the length of its useful life. See also §200.20 Computing devices and §200.33 Equipment.  

§200.33    Equipment 

Equipment means tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost, which equals or exceeds the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000.  

State and Local 

Parent/Teacher Conferences:  Statute requires that the Title I School-Parent Compact be discussed as part of parent/teacher conferences in light of the connection of everyone’s responsibilities and their impact on student achievement.   To the extent possible, ask parents to review the parent responsibilities and find one or two activities that they could focus on with their child(ren).    

Section 1116(d)(2) of the Title I School-Parent Compact addresses the importance of communication between teachers and parents on an ongoing basis through, at a minimum— 

(A) parent-teacher conferences in elementary schools, at least annually, during which the compact shall be discussed as the compact relates to the individual child’s achievement; 

(B) frequent reports to parents on their child(ren)’s progress; 

(C) reasonable access to staff, opportunities to volunteer and participate in their child’s class, and observation of classroom activities; and 

(D) ensuring regular two-way, meaningful communication between family members and school staff, and, to the extent practicable, in a language that family members can understand. 

Professional Learning Opportunities 

Professional Learning offered through the Department of Education is a fantastic resource for supporting leadership development for administrators and educators. The Department’s professional learning calendar is available at https://www.maine.gov/doe/calendar. This calendar has increased functionality including a search feature.  

For more information about professional learning opportunities specific to Tier III identified schools, please contact Teri Peaslee, School Turnaround Professional Development Coordinator at teri.peaslee@maine.gov or (207) 624-6706. 

 
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 

October 2020

General & Title Specific Updates from the ESEA Federal Programs Team

English Learner Enrollment Data

As SAUs begin the process of certifying their October 1 student data, it is essential for data coordinators to partner with English for Speakers of Other Languages (ESOL) educators to ensure that all English learner data is accurate. English learner data has implications for Title III funding, including the Title III Immigrant Children & Youth Subgrant, Essential Provisions and Services state funding, and Maine’s Model of School Support.

Contact April Perkins, Title III Coordinator, at april.perkins@maine.gov with any questions.

Title I Teacher/Paraprofessional Requirements Under ESSA

As part of the ESEA Title I assurances, each School Administrative Unit (SAU) ensures that all teachers and paraprofessionals working in a program supported with Title I funds meet applicable State certification and licensure requirements, including any requirements for certification obtained through alternative routes to certification.  What does this mean?

It means that all personnel working in and being paid with Title I funds in a Title I Targeted Assistance Program or all personnel working in a Title I Schoolwide Program must have obtained a Maine Department of Education issued certification and employed for positions following Chapter 115 and Priority Notice dated September 2, 2020.    

The following certificates and certifications could be considered:

Professional Teacher Certificate Certificate for An Administrator Certificate for Education Specialist Certificate for Certified Educational Technician:  Educational Technicians must have an ESEA endorsement on their certificate. Conditional Certificate:  Maximum of 3 years to complete. Clearance by DOE refers to the Criminal history record check Visiting International Teacher Long-Term Substitute Personnel: “Substitute personnel holding a certification may serve on a long-term basis (greater than six consecutive weeks) in schools to fill vacancies caused by the absence, resignation, inability to employ, or termination of a certified or cleared employee.” 

 

Feel free to contact Jackie Godbout [jackie.godbout@maine.gov] or Monique Sullivan [monique.sullivan@maine.gov] if you have further questions. 

FY19 Title IA Reallocation Projects (Title I Summer School):

End of Year (EOY) Reports for FY’19 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.

Professional Development

Professional Learning offered through the Department of Education is a fantastic resource for supporting leadership development for administrators and educators. The Department’s professional learning calendar is available at https://www.maine.gov/doe/calendar. This calendar has increased functionality including a search feature.

For more information about professional learning opportunities specific to Tier III identified schools, please contact Teri Peaslee, School Turnaround Professional Development Coordinator at teri.peaslee@maine.gov or (207) 624-6706.


Another opportunity for professional learning and networking is the Maine Title I Educators Network (MTEN).  MTEN is a non-profit organization of Title IA educators, administrators, coordinators, teachers, and educational technicians.  The purpose of this organization is to serve as a network that supports effective Title IA programming in Maine schools.  We provide a forum to promote communication, cooperation, and collaboration for Maine Title IA educators to discuss best practices and develop cooperative means of solving problems.  We also cooperate and consult with the State and Federal Departments of Education.

The MTEN website is located at https://mten.org.  We will meet virtually four times in the 2020/2021 school year (September 24th, October 22nd, January 28th, and May 27th) to network, engage in professional development, discuss Title IA best practices, and consult with representatives from the Department of Education.  Virtual MTEN meetings will run from 8:45 AM – 12:00 PM.

We welcome all educators and new members! If you would like to attend a meeting as a visitor, please visit the website and use the Contact Us link.   Membership is free for the 2020/2021 school year.Training on the Legal Rights of Students who are English Learners

On October 20th from 3-4:30pm the Maine DOE will be providing a webinar training for all educators. Facilitated by April Perkins, Director of ESOL/Bilingual Programs & Title III, and Sarah Forster, Assistant Attorney General, the training will provide essential information about the key laws and Supreme Court decisions affecting the rights of students who are English learners. For more details and to register, go to the Maine DOE professional development calendar. Contact april.perkins@maine.gov with any questions.  

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.

  • Schools can be grandfathered for one additional year if not eligible AND were eligible and served in the previous year.

2)  Whether the child is provided services by paraprofessionals and, if so, their qualifications.

Testing Transparency: Annually, at the beginning of each school year, parents in Title I schools must be informed of their right to request information regarding any State or SAU policy regarding student participation in State and SAU assessments and the process by which they would make the request.  The notice could also include direct links to where specific student assessment policies/procedures are located.  The SAU should also be prepared to provide, in a timely manner, any local or state policies or procedures about student participation in assessments including if the SAU has an opt out process.

In addition, each SAU receiving Title I funds is required to make publicly available on the SAUs website and, where practicable, on the website of each school, information on each assessment required by the State and SAU to include grade level, subject matter assessed, purpose for which the assessment is designed and used, source of the requirement of the assessment, the amount of time students will spend taking the assessment, the schedule for the assessment, and the time and format for disseminating the results.  Many SAUs that used the State’s Comprehensive Needs Assessment (CNA) document to find this information (located in Item 6A).

ESEA Data Dashboard: Districts need to annually notify and educate their families about the ESEA Dashboard. Along with posting the link to the state’s ESEA Dashboard, districts need to provide an explanation to their families about the dashboard and the information found on the dashboard.  Tutorials on how to use and navigate the dashboard are provided at the following link: (https://www.maine.gov/doe/learning/esea/guidance). We recommend posting this information on a district’s webpage and sharing it with your families.

Fiscal

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. Clear and detailed information will be extremely helpful in your quarterly check-ins. The funding streams might include: FY’21 ESEA Federal funds, FY’20 ESEA Federal funds available for use until September 30, 2021, FY’19 Federal funds available for use until September 30, 2021, Elementary and Secondary School Education Relief Fund (ESSERF), Coronavirus Relief Fund (CRF), FY’20 Maine's Model of School Support (MMSS) funds available for use until September 30, 2020, and FY’21 MMSS funds available for use until June 30, 2021.

State and Local

Free and Reduced Lunch Percentages

The Free and Reduced Lunch data published in the ED-534 School Nutrition Report for 2021 [October 2020 data] on the NEO Public Portal can be useful in Title I planning for next year.  Please note that the 2021 report currently contains data from the 2020 report.  The updated data should be forthcoming soon.

For very small school administrative units (SAUs), there must be at least 10 FREE lunch students in order to be eligible for Title I funding.  You can review this data now to determine if there will be substantial impact to the SAU’s Title I funding for FY’22.

The ED-534 information could also be useful for SAUs that need to follow the Rank and Distribution guidelines.  If a school in the SAU was grandfathered for FY’21, this data could provide insight on the school’s eligibility for next year.  If the school continues to not be eligible, the SAU must plan now for discontinuing the use of Title I funding next year at that school.  If the new data shows a change in the school poverty rankings, the SAU could begin planning now for a change in the use of Title I funding at the schools.

What makes a school eligible for Title I funding?

All schools are eligible if the SAU has fewer than 1000 students. In districts that have 1000 or more students, all schools are eligible if there is only one school building at each grade level. In districts that have 1000 or more students and more than one school building at each grade level, schools with a low-income level of 35% and over are eligible. In districts that have 1000 or more students and more than one school building at each grade level, schools with a low-income level above the district average low-income level are eligible.

How does this impact the Parents’-Right-To-Know Requirement? A letter must be sent to parents of students in Title I schools if their child has been assigned or has been taught for 4 or more weeks by a person not meeting applicable State certification or licensure requirements for the grade level and subject area in which they have been assigned. This includes staff working under a Commissioner’s waiver, teaching outside of a certificate or license, substitutes hired under local standards, and the two emergency certifications due to COVID-19 and staffing shortages.

Fun Data Fact(s)

For school year 2020-2021, 97% of districts statewide are participating in ESEA Federal Program funding that supports 177,200 students!

Friendly Reminders for Planning and Program Implementation

As you prepare to close out fiscal year (FY) 2019, we want to draw your attention to the resource titled “Carryover Closeout Financial Report” which can be found at the bottom of your 2018-2019 Performance Report. This resource will allow districts to see when the last invoice was submitted for each title, all transfers, and the overall remaining balance in each title. Please note that the period of allowability for FY 2019 funds has been extended until September 30, 2021.

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.

Here’s a few things to keep in mind as the 2020 -21 school year continues and October begins:

FY20 Performance Report

The ESEA team provided a virtual training focusing on completing the fiscal year (FY) 2020 performance report last week. We hope to have the recorded training posted on the ESEA Federal Programs Resources (www.maine.gov/doe/learning/esea/resources) page by the end of this week. Please reach out to your ESEA regional program coordinator if you have any questions about completing the ESEA performance report.

The FY20 Performance Report is available at www.4pcamaine.org and is due on Monday, Nov. 2, 2020. It should include reporting on all ESEA program expenses from July 1, 2019, through September 30, 2020, (expenses paid during the previous school year, not including FY’19 carryover funds). Please work with your business office to confirm all ESEA expenses through September 30, 2020, have been reimbursed. Transfers from Title II and Title IV may also be initiated in the performance report this year, provided all FY’20 ESEA reimbursements are current (ie. up through the 9/30/20 Billing Period end date).

Parent & Family Engagement

Parents Right to Know:  Annually at the beginning of the school year, parents in Title I schools must be informed of their right to request the professional qualifications of their child’s teacher(s) and the process by which they would make the request.  The LEA should be prepared to provide:

1)  Whether the student’s teacher:

(I) has met State qualification and licensing criteria for the grade levels and subject areas in which the teacher provides instruction; (II) is teaching under emergency or other provisional status through which State qualification or licensing criteria have been waived; and (III) is teaching in the field of discipline of the certification of the teacher.

NOTE:  Substitute standards for less than 6 weeks are determined by the SAU and require that the substitute have minimally a high school diploma.  Staff hired based on local standards do not meet the federal assurance of hiring staff who meet state certification and licensure requirements.

Certification Waiver:  The Commissioner may grant a waiver of certification to a teacher, educational specialist, or an administrator. Emergency Teacher Certification Educator & Administrator Certification Reciprocity
September 2020

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: 

General and Title Specific Updates from the ESEA Federal Programs Team 

Fun Data Fact(s) and ESEA Resource(s) Highlighted 

 

  

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. 

Virtual Office Hours 

2nd Tuesday of every month from 10 - 11 am 

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. 

 

Office Hours by many Content Specialists 

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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: 

Lenses on Learning (LOL) 

Leadership for Elementary Mathematics Virtual Training 

Early Mathematics Diagnostic Interview (EMDI) Virtual Training 

Friendly Reminders for Planning and Program Implementation 

Professional Development 

Contact Information