ESEA Monthly Newsletters

March

We hope to provide you with helpful information monthly through the newsletter and office hours. Our newsletters will often include:

  • General and Title-Specific Updates
  • Friendly Reminders for Planning and Program Implementation
  • Professional Learning Opportunities
  • Contact Information

Virtual Office Hours: Tuesday, March 14, at 9 AM

(Contact Cheryl.Lang@maine.gov or your regional program manager for the link.)

General & Title Specific Updates

Monitoring Instrument Training on March 28

We are hosting a training on Tuesday, March 28th at 9 AM. It will show districts how to access and utilize the new Grants4ME monitoring instrument for districts identified as needing a medium or high level of support. Please use the following link to join the training on March 28th: https://mainestate.zoom.us/j/86083815830?pwd=SFRZYWJZaTVGQ3VZL1FjU0JLdUxFdz09  

Communication from the USDOE Regarding the State Assessment

On February 24, 2023, the Maine Department of Education (DOE) received a letter from the US Department of Education concerning Maine's assessments. The DOE is responding to the questions raised by the US Department of Education. You can access the Maine DOE Priority Notice here, which addresses the concerns raised and the response made by the DOE. We are confident that the matter will be quickly resolved.

MDOE Assessment Team and ESEA Team Collaboration

The Maine DOE is committed to providing information, guidance, and support to all schools, educators, and leaders regarding the transition to the Maine Through-Year Assessment. In order to offer an opportunity to hear the most up-to-date information and to ask questions, the Assessment Team and ESEA Team will be holding a collaborative virtual office hour on Tuesday, April 4th, at 10:00 AM.  Please use the registration link to sign up.

Title I Summer Reallocated Application

The application for the Title I Summer Reallocated Grant opportunity is now OPEN. The deadline for submission is Friday, March 17th. The recorded training from February 28th can be found here and additional resources, including reallocation procedures, can be found on the ESEA Federal programs website.

Please reach out to Rita.Pello@maine.gov with any questions concerning the Title I Reallocation application.

Title IIA Use of Funds Survey

Each year the USDOE selects a sampling of Maine SAUs to survey them about their use of Title IIA funds. In the next month, districts that have been selected should expect to receive a survey from Westat that they are required to complete about the 2022-23 school year (also known as state fiscal year ‘23). Districts that are a part of co-ops for the purpose of the ESEA application report their data separately. MDOE has provided Westat with allocation and contact information for the sampling, but otherwise is not involved with the survey. If districts have any questions, they are encouraged to reach out to Westat at Title2afunds@westat.com or 1-855-817-1704 (toll-free).

ESSA Dashboard Update

Information regarding the ESSA Data Dashboard and Maine’s Model of School Support can be found here.

FY24 Title V SRSA & Dual Eligible Districts

At this time the U.S. Department of Education REAP team has sent out emails to any SAU eligible for the SRSA grant (including dual eligible districts) that included a link to the SRSA Application. For SAUs that are dual eligible, Maine DOE has provided Title V estimates for both programs to provide information (located here) that will allow SAUs to make the best determination for which program to apply for. Dual eligible districts need to choose either the SRSA or the RLIS grant under Title V, as they cannot apply for both. Any questions should be directed to the Title V Coordinator, Daniel Weeks, at daniel.r.weeks@maine.gov.

Friendly Reminders for Planning and Program Implementation

FISCAL CORNER

Obligations

Expenses cannot be obligated prior to the substantial approval date of the application for funds unless the expenses are accounted for in pre-award costs and approved.

§ 75.707 When obligations are made.

The following table shows when a grantee makes obligations for various kinds of property and services.

If the obligation is for -

The obligation is made -

(a) Acquisition of real or personal property

On the date the grantee makes a binding written commitment to acquire the property.

(b) Personal services by an employee of the grantee

When the services are performed.

(c) Personnel services by a contractor who is not an employee of the grantee

On the date on which the grantee makes a binding written commitment to obtain the services.

(d) Performance of work other than personal services

On the date on which the grantee makes a binding written commitment to obtain the work.

(e) Public utility services

When the grantee receives the services.

(f) Travel

When the travel is taken.

(g) Rental of real or personal property

When the grantee uses the property.

(h) A pre-agreement cost that was properly approved by the Secretary under the cost principles in 2 CFR part 200, Subpart E - Cost Principles

On the first day of the project period.

 

(Authority: 20 U.S.C. 1221e-3 and 3474)

[45 FR 22497, Apr. 3, 1980. Redesignated at 45 FR 77368, Nov. 21, 1980, as amended at 57 FR 30340, July 8, 1992; 79 FR 76093, Dec. 19, 2014

Invoicing

The Department reserves the right to ask for additional backup at any time for billable expenses. All expenses need to be reasonable, necessary, and allocable to the program and align with the SAU’s approved application.

All invoices will require a detailed trial balance inclusive of the corresponding billing period. As always, any expenses listed on the trial balance from merchants such as Amazon, Walmart, Irving, etc. will require the itemized receipt to accompany the trial balance.

Splitting Expenses Between Two Grant Years/Invoices

  • Expenses must be within the period of performance for both grant years
  • Reasonable, necessary, and allocable (in both years application)
  • Clearly delineated on the trial balance for both invoices

 

PROFESSIONAL LEARNING OPPORTUNITIES

Professional Learning Calendar

Professional Learning offered through the Department of Education is a fantastic resource for supporting leadership development for administrators and educators. The Department’s professional development calendar is updated regularly with the latest professional development opportunities.

TYPICAL TURNAROUND TIME

We strive for effective, efficient, transparent, and collaborative communication. The following document outlines the best practices for optimal communication with the Department of Federal Programs.

Giving your regional program manager an appropriate amount of time to respond before reaching out to another ESEA Team Member allows us to maintain these best practices. Thank you for your help with this.

WE WANT TO HEAR FROM YOU

We strive for efficient, effective and collaborative methods of providing you with the necessary resources, guidance, programmatic support and technical support. Please let us know what methods of support work best for you: 

  • Individualized (programmatic, fiscal) Technical Assistance as needed
  • Monthly Newsletters (sent out via eblast and posted to website)
  • Monthly Virtual Office Hours (live and recorded)
  • ESEA Road Show (once a year in the Spring at four different regions of the state)
  • Trainings (in person, virtual)
  • Resources (documents that provide guidance and exemplars)
  • MDOE Educator Summit (once a year in August at the Augusta Civic Center)
  • Other (please describe)

Please e-mail your thoughts to Cheryl Lang at cheryl.lang@maine.gov.

Contact Information

Please remember, the best person to connect with to answer questions related to ESEA Federal Programs is outlined below. They will get you the answer if they do not have it readily available.

Also, your feedback is encouraged and appreciated. Please contact the ESEA Federal Programs Director, Cheryl Lang, at cheryl.lang@maine.gov with feedback and suggestions.

February

General and Title Specific Updates

Title I Summer Reallocated Application

We are excited to provide another opportunity to fund summer school programming with Title I reallocated funding for FY23. Prior to the application going live, we will be hosting a zoom training on the application process, rules for eligibility, and timeline for submission. MDOE partners from the ESSER and Nutrition teams will be joining to answer any questions about braiding funds and providing meals. Please mark your calendars for February 28th from 10-11 AM. The zoom link will go out in future communications through Grants4ME, so ESEA coordinators interested in applying should be on the lookout.

For those who are new to this summer school grant opportunity, the ESEA Federal Programs Team provides an annual opportunity for local SAUs to apply to receive additional summer school funding with leftover Title I state set-aside funds. We typically give these funds directly to districts through the reallocated grant process. These funds are meant to provide an opportunity for SAUs to implement additional services to support Title I students’ academic needs through summer programming.

The application will open prior to the training. If you plan to apply and need a refresher on the process, last year’s training will provide some guidance. There is also a published resource highlighting districts’ goals, activities, and effective practices from FY22. You can find that here as your district begins planning for FY23 summer programming.

ESSA Data Dashboard Update

Information regarding the ESSA Data Dashboard and Maine’s Model of School Support can be found here.

Applying for Schoolwide Authority

Are you a Title I school with a targeted program? Are you interested in applying for schoolwide but are not sure how? The Schoolwide Program application process is rooted in the completion of the Comprehensive Needs Assessment (CNA) done for the specific school(s) seeking schoolwide programming. The CNA document facilitates a written process for identifying and addressing needs through data analysis, which is required by Maine law and ESEA statute.

If a school is thinking about applying for Title I Schoolwide Authority, it is recommended that the school begin planning at least 6 to 9 months prior to the submission.

Planning includes:

  • Conducting a Comprehensive Needs Assessment (CNA)
  • Reviewing school policies and procedures
  • Assessing curriculum and instructional delivery models
  • Discussing the transition from a Target Assistance Program to a Schoolwide Program
  • Submitting the Title I Schoolwide plan by July 1st.
  • If your school is below the 40% minimum of poverty in your school student population, you will also need to submit an additional waiver.

The Schoolwide Program application/CNA, example, rubric, and related resources can be found on our website. There are also several Title I Schoolwide webinars available on the ESEA website resources page. Schoolwide applications for the next school year are due by July 1.

FY24 Title V Eligibility and Dual Eligible Districts

Soon the U.S. Department of Education REAP (Title V) team will be releasing the Federal FY23/State FY24 SRSA Grant Application to all districts eligible for the SRSA grant. For districts that are dual eligible, they will need to decide which Title V grant they would like to participate in for the upcoming school year. Maine DOE has calculated estimates for the FY24 RLIS grant to assist districts who are dual eligible to help make an informed decision as to which program they wish to participate in. The FY24 Title V RLIS estimates have been posted to the ESEA Allocations webpage. Also, for districts in the “Hold Harmless” RLIS cohort, this is the first year in which funding will be reduced from 100% to 83% of the FY20 award amount. Please do not hesitate to reach out to the Title V Coordinator, Daniel Weeks, with any questions you have regarding the FY24 Title V initial eligibility.

Friendly Reminders for Planning and Program Implementation

Fiscal Corner

Budgeting

When budgeting for salaries using federal funds, the corresponding benefits need to be budgeted for as well. These are two separate categories. If both salaries AND benefits were not budgeted for in FY22 and/or FY23, a budget revision is required prior to invoicing. Districts impacted by this should have received notification of this via email on or before 12/30/22.

Invoicing

The Department reserves the right to ask for additional backup at any time for billable expenses. All expenses need to be reasonable, necessary, and allocable to the program and align with the SAU’s application.

FY22 Reimbursement Requests

If your business manager is awaiting payment for a reimbursement request submitted for FY22 funds, this is more than likely because the FY22 Performance Report has not been approved by your MDOE Regional Program Manager.

Travel Reimbursement

As we start to attend more professional development opportunities and trainings in person, it is a good time to remind Districts of the Federal regulations for reimbursement using federal funds. Below is the regulation in part from the Uniformed Grant Guidance.

§ 200.475 Travel Costs.

(a) General. Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of the non-Federal entity. Such costs may be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two, provided the method used is applied to an entire trip and not to selected days of the trip, and results in charges consistent with those normally allowed in like circumstances in the non-Federal entity's non-federally funded activities and in accordance with non-Federal entity's written travel reimbursement policies. Notwithstanding the provisions of § 200.444, travel costs of officials covered by that section are allowable with the prior written approval of the Federal awarding agency or pass-through entity when they are specifically related to the Federal award.

(d) In the absence of an acceptable, written non-Federal entity policy regarding travel costs, the rates and amounts established under 5 U.S.C. 5701-11, (“Travel and Subsistence Expenses; Mileage Allowances”), or by the Administrator of General Services, or by the President (or his or her designee) pursuant to any provisions of such subchapter must apply to travel under Federal awards (48 CFR 31.205-46(a)).

All invoices for FY23 will require a detailed trial balance inclusive of the corresponding billing period. The only backup documents that should be uploaded are for expenses listed on the invoice request. If you choose to split your expenses between two grant years (FY22 & FY23), please make sure to note this on the trial balance and upload the backup to both invoices.

Typical Turnaround Time

We strive for effective, efficient, transparent, and collaborative communication. The following document outlines the best practices for optimal communication with the Department of Federal Programs.

Giving your regional program manager an appropriate amount of time to respond before reaching out to another ESEA Team Member allows us to maintain these best practices. Thank you for your help with this.

Contact Information

Please remember, the best person to connect with to answer questions related to ESEA Federal Programs is your Regional Program Manager. They will get you the answer if they do not have it readily available.

Also, your feedback is encouraged and appreciated. Please contact the ESEA Federal Programs Director, Cheryl Lang, at cheryl.lang@maine.gov with feedback and suggestions.

January

Virtual Office Hours: Tuesday, January 10th at 9 AM 

(Contact Cheryl.Lang@maine.gov or your regional program manager for the link.) 

GENERAL & TITLE-SPECIFIC UPDATES 

Applying for Schoolwide Authority 

Are you a Title I school with a targeted program? Are you interested in applying for schoolwide but are not sure how? The Schoolwide Program application process is rooted in the completion of the Comprehensive Needs Assessment (CNA) done for the specific school(s) seeking schoolwide programming. The CNA document facilitates a written process for identifying and addressing needs through data analysis, which is required by Maine law and ESEA statute.  

If a school is thinking about applying for Title I Schoolwide Authority, it was recommended that the school begin planning at least 6 to 9 months prior to the submission.   

Planning includes: 

  • Conducting a Comprehensive Needs Assessment (CNA) 
  • Reviewing school policies and procedures 
  • Assessing curriculum and instructional delivery models 
  • Discussing the transition from a Target Assistance Program to a Schoolwide Program 
  • Submitting the Title I Schoolwide plan by July 1st.  

If your school is below the 40% minimum of poverty in your school student population, you will also need to submit an additional waiver. 

The Schoolwide Program application/CNA, example, rubric, and related resources can be found on our website. There are also several Title I Schoolwide webinars available on the ESEA website resources page. Schoolwide applications for the next school year are due by July 1. 

Monitoring Update 

The ESEA Federal Programs Team is close to finalizing the new monitoring instrument. We are looking for a few districts to volunteer to provide feedback on the current look and feel of the monitoring instrument on the Grants4ME Test Site.  If your district is interested in taking some time to help polish the new monitoring instrument, please reach out to Daniel Weeks at either daniel.r.weeks@maine.gov or 207-816-2163 by 3 pm on Tuesday, January 10, 2023. 

FY24 Title V Initial Eligibility Data Collection 

The initial data collection and submission to the U.S. Department of Education for FY24 Title V Eligibility has begun.  For LEAs that are missing the census (SAIPE) poverty data, a separate sheet will be sent out in the coming weeks, and that data will be provided to the U.S. Department of Education at that time.  The initial eligibility spreadsheet from the REAP team is hoping to be published by mid-January for districts to review. Please do not hesitate to reach out to the Title V Coordinator, Daniel Weeks, with any questions you have regarding the FY24 Title V initial eligibility. 

Updated Contact Information for the Title III & Title V Coordinator  

The ESEA Federal Programs Team has had an update in the contact information for the Title III & Title V Coordinator, Daniel Weeks. The old office number will no longer be in use by Daniel. The new number, 207-816-2163, or email, daniel.r.weeks@maine.gov, can be used to reach out with any Title III or Title V specific questions.  

FRIENDLY REMINDERS FOR PLANNING AND PROGRAM IMPLEMENTATION 

Comparability  

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. 

The ESEA Title I Comparability Report for FY23 has been automated and will be produced by the Maine Department of Education using the NEO certified October 1, 2022, student enrollment and December 1, 2022, instructional staff counts in the data warehouse. As the FY23 Comparability reports and data are reviewed and accepted by the ESEA Team during January, a copy of the report and backup documentation will be forwarded to the Superintendent of Schools and the ESEA Coordinator by the end of February. These documents should be reviewed, and any questions should be directed to your ESEA regional program manager. This documentation must be maintained by each district, 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. This information will be helpful to understand the FY23 Comparability Report that you receive.  If it is determined that comparability is not met, an ESEA Regional Program Manager 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 your district’s ESEA Regional Program Manager. 

FISCAL CORNER 

Budgeting 

When budgeting for salaries using federal funds, the corresponding benefits needs to be budgeted for as well. These are two separate categories. If one or the other has been budgeted in the ESEA Consolidated Application for FY22 and/or FY23 but not both a budget revision is required prior to invoicing. Districts impacted by this were notified via email on or before 12/30. 

Invoicing 

When invoicing for like services from year to year, use old funds first for relatable expenses. If you need to split an invoice for a billing period to use up old funds, please provide details on the trial balance.  

As a friendly reminder, all invoices in FY23 will require a detailed trial balance inclusive of the corresponding billing period. The only backup documents that should be uploaded is for expenses listed on the invoice request. 

The Department reserves the right to ask for additional backup at any time for billable expenses. All expenses need to be reasonable, necessary, and allocable to the program and align with the SAU’s application.  

PROFESSIONAL LEARNING OPPORTUNITIES 

Professional Learning Calendar 

Professional Learning offered through the Department of Education is a fantastic resource for supporting leadership development for administrators and educators. The Department’s professional development calendar is updated regularly with the latest professional development opportunities.  

TYPICAL TURNAROUND TIME 

We strive for effective, efficient, transparent, and collaborative communication. The following document outlines the best practices for optimal communication with the Department of Federal Programs.  

Giving your regional program manager an appropriate amount of time to respond before reaching out to another ESEA Team Member allows us to maintain these best practices. Thank you for your help with this.  

CONTACT INFORMATION 

Please remember, the best person to connect with to answer questions related to ESEA Federal Programs is your Regional Program Manager. They will get you the answer if they do not have it readily available.  

Also, your feedback is encouraged and appreciated. Please contact the ESEA Federal Programs Director, Cheryl Lang, at cheryl.lang@maine.gov with feedback and suggestions.