Region 10 - Federal Programs
February 2022
Team Updates
We have two new team members. Dr. Mary Curtis has joined the Special Revenue team as our new PNP Consultant. Alexis Grix joined us as the new Administrative Assistant for PNP. Join us in welcoming them to the team!
Nikki Mickow (Bookkeeper) has decided to stay home and will no longer be working at Region 10. If you need bookkeeping support with PNP, please contact Jessica Sears. If you need bookkeeping support with Migrant or Immigrant grants, please contact Davonda Oliver.
Do you need support from the Special Revenue team?
The Special Revenue department is here to help and support you. Please complete the Special Revenue Technical Support Form if you would like to request support.
Stay Connected
Listserv
- R10 Special Revenue - Previously Known as Every Students Succeeds Act - Listserv (There is no need to sign-up again if you were already part of the ESSA Listserv.)
- EANS - Listserv
- Private Non-Profit - Listserv
- Title I SSA - Listserv
February Action Items
- Maintenance of Equity - LEAs that are not automatically exempt must complete and submit the MOEquity Document Submission Plan by 5:00 p.m. Central Time on Friday, March 4, 2022.
- Maintenance of Equity - LEAs that select to complete the MOEquity Tool must upload the tool into GFFC Reports and Data Collections by 5:00 p.m. Central Time on Friday, March 11, 2022.
- Dissemination of Federal Report Card - LEAs that receive Title I, Part A funding are responsible for disseminating the state, LEA and campus-level report cards to 1) all LEA campuses, 2) parents of all enrolled students, and 3) the general public via widely available public means such as posting on the Internet, distribution to the media, or distribution through public agencies. LEAs must notify parents of the availability of the federal report card information no later than Wednesday, March 2, 2022. Federal Report Card Dissemination Requirement.
SSA To Do Items:
- Turn-in your reimbursements. It is important to request reimbursements at a minimum quarterly.
Due Dates (FADD)
Welcome to the Region 10 Financial Accountability Due Dates (FADD)!
As a service to our districts, Region 10 provides a monthly overview of due dates through our FADD document. There is a tab for each month. Please go to the current month to identify upcoming due dates. Please keep in mind that dates can change, and time frames are sometimes extended based on communication from TEA.
We hope that you find R10 FADDs helpful.
TEHCY and ARP Homeless Grant
- Attached is a copy of the slides presented by Cal Lopez during a ESSER Coffee Chat.
- List of LEA that are eligible.
- Grant due date is February 16, 2022. Go to TEA Grant Opportunities web for further information on the application process.
- The statewide training on TEHCY and ARP Homeless Grant is going to be hosted on March 4th, 2022 at 10:00am.
- Please use this link to register: https://us02web.zoom.us/webinar/register/WN_3aNkiibsS6idT46a9dQBJg
Maintenance of Equity Update
Action Steps and Deadlines:
- Check the LEA MOEquity Exemption List. If you are on this list, there are no further steps. If you feel that there is an error and you should have been included, contact TEA at compliance@tea.texas.gov to correct the error.
- LEAs that are not automatically exempt must complete and submit the MOEquity Document Submission Plan by 5:00 p.m. on Friday, March 4, 2022.
- LEAs that select to complete the MOEquity Tool must upload the tool into GFFC Reports and Data Collections by 5:00 p.m. on Friday, March 11, 2022.
EA hosted an MOEquity Statewide training on February 7, 2022. We will post the link to the recording once published.
TEA also has FAQ specific to MOEquity.
Do you need a copy of your ESSER I annual compliance report?
Please complete the Google form below by February 11, 2022 if you would like for us to request a copy of the ESSER I compliance report that you completed last year.
ESSER - NEW Report/Process for ER Drawdowns
Below are highlights from the R10 Business Managers and Federal Program Updates Meeting (Jan. 25, 2022)
CLICK HERE to ACCESS the PADLET
Password: NewFiscalReport
Highlights of New ESSER Report/Process for ER Drawdowns
NEW Process of ER drawdowns for ESSER II, III, & SUPP:
- NEW report only applicable for ESSER II, III, & SUPP (Draft of Report with Notes)
Current ER submitter will make their request.
The ER submitter will get an email asking them to submit the NEW state fiscal report. The ER submitter can forward this email or complete the report. You have 9 days to complete the NEW fiscal report. If not completed within that time frame the ER request will be cancelled.
- Every drawdown from ER will be coupled with this report
ESSER SSA members - we will do this on your behalf.
- Agency will contact you
- Cumulative report
- ESSER SSA members - we will do this on your behalf.
- Payments are being manually approved and will not be paid until this report is submitted & approved.
- TEA fiscal staff will be monitoring the alignment of fiscal report to the payment request.
- TEA program staff will randomly be monitoring compliance with this reporting requirement.
Recommendations:
Ensure that all necessary stakeholders are aware of this new update.
Determine if the ER submitter in your LEA will be also completing this report.
Determine if additional collaboration or other stakeholders need to be included in this process.
Update internal drawdown process if necessary.
ESSER Annual Reporting
All LEAs will be responsible for an annual submission Compliance Report for ESSER funds. Data Collection Form will was sent out on February 10, 2022. TEA will collect the data with a report form that will open March 1, 2022. The report form will be due to TEA on April 1, 2022.
TEA provided statewide training on January 26, 2022. Attached below is the presentation and you can also access the TEA Recording of USDE Compliance Training.
Recommendations in preparation to complete the TEA reporting form:
1. Pull your expenditure reports (funds drawn-down or already reimbursed) from ER system for each ESSER grant for the windows indicated below.- ESSER I - Second Annual Report - 10/1/20 - 8/31/21
- ESSER II - First Annual Report - 9/1/20 - 8/31/21
- ESSER III - First Annual Report - 9/1/20 - 8/31/21
2. For each expenditure, make sure that you are connecting the funds to the allowable ESSER state activity numbers. You will need to connect this data to the USDE form that you will be submitting to TEA by April 1, 2022.
3. Review your plan for funds that have not yet been spent during the reporting windows. Connect planned expenditures with the allowable ESSER state activity numbers.
4. Make sure you have a system for tracking your ESSER III funding for learning loss. Using a local code in your accounting codes is recommended.
Region 10 will provide two upcoming training sessions to walk you through the annual report, give examples of ways to collect and track the data, and provide time for Q&A.
February 25, 2022 (In-Person)
9:00-12:00
Session ID: 2643815
OR
March 4, 2022 (Virtual)
9:00-12:00
Session ID: 2643816
ESSER I - Second Annual Report
ESSER I - 10/1/20 - 8/31/21
ESSER II - First Annual Report
ESSER II - 9/1/20 - 8/31/21
ESSER III - First Annual Report
ESSER III - 9/1/20 - 8/31/21
Time to Update Budgets and Amend ESSA Application
This is a great time of year to review your budgets and make necessary amendments to your ESSA application based on the final amounts. Amending an Application
Remember that your federal grant expenditures must be based on your Comprehensive Needs Assessment and reflected in your Campus and/or District Improvement Plans. Based on the updates to your ESSA grant budget, it may be necessary for you to adjust your CIP/DIP if new expenditures are identified.
2021-2022 Carryover
Remember that your 2019-2020 funds need to all be spent by June 30, 2022.
Keep a close eye on your Title I grant because the carryover is only 15%. Program guides for some of the ESSA grants indicate that you can carryover 100% of the grant, however anything above 25% for multiple years will be a red flag for auditors. This is why for our SSA members, we have set the carryover threshold at 25%.
See the chart below for a summary of carryover.
What should I do if we get funds in December for a grant that we did not apply for in July?
For example:
- Your Title III, Immigrant grant was grayed out in your ADC for 2021-22, because there were no funds in that grant for 2021-22. Therefore, you could not select a fiscal agent nor budget for this grant.
- In December, you now have received the carry-over funds from 2020-21 for Title III, Immigrant that will be included in your 2021-22 grant. You try to budget for that grant, but you can't because it is still grayed out.
- You will need to contact grants@tea.texas.gov to open this grant for you. They will need to place the ADC for the 2021-22 ESSA Consolidated application in Negotiations.
- Once in negotiations, you will need to select a fiscal agent for Title III, Immigrant, certify and submit your ADC. This will open up that grant in your application for you to budget the funds.
- You will need to amend your application in order to budget for the carry-over funds. Remember to certify and submit after amending.
Be Careful With the Appearance of "Stockpiling" at the End of the Fiscal Year
Obligation of Funds
TEA General and Fiscal Guidelines (pg. 18)
In general, goods or services delivered near the end of the grant period may be viewed by TEA as not necessary to accomplish the objectives of the current grant program, but TEA will evaluate such expenditures on a case-by-case basis. Please note that a TEA monitor or an auditor may disallow those expenditures if the subgrantee is unable to do any of the following:
- Document the need for the expenditures.
- Demonstrate that program beneficiaries receive benefit from the late expenditures.
- Negate the appearance of “stockpiling” supplies or equipment.
The Subrecipient must receive the benefit and liquidate (record as an expenditure) all obligations incurred under the Subaward no later than the revised final expenditure report due date. An encumbrance cannot be considered an expenditure or accounts payable until the goods have been received and the services have been rendered.
Obligations that are liquidated and recognized as expenditures must meet the allowable cost principles in 2 CFR 200, Subpart E of EDGAR (as applicable) and program rules, regulations, and guidelines contained elsewhere. This provision applies to all grant programs, including state and federal, discretionary and formula.
An obligation occurs depending upon the expenditure, as described in the following table.
Equipment Inventory for Technology Items That Do Not Meet the Capitalization Threshold
Per 2 CFR 200.302 (b)(4), “Effective control over, and accountability for, all funds, property, and other assets. The non-federal entity must adequately safeguard all assets and assure that they are used solely for authorized purposes.”
Title IV - NO approved waiver for 2021-22
There is not an approved waiver for Title IV 2021-22 grant. If you receive $30,000 or more in entitlement, all funding requirements apply.
If the LEA receives $30,000 or MORE in entitlement:
No less than 20% of funds on Well-rounded education
No less than 20% of funds on Safe and healthy students
Some portion of remaining funds - Effective use of technology with no more than 15% of that in infrastructure purchases
Max of 2% direct administrative costs
Comprehensive Needs Assessment Required with required stakeholder consultation
Prioritization of funds
Increase opportunities for groups underrepresented
Description of content area activities
Evaluation of the effectiveness of program activities
PNP equitable services
If the LEA receives LESS than $30,000 in entitlement:
- Provide services supporting at least one of the three content areas: Well-rounded education; Safe and healthy students; Effective use of technology
Effective use of technology with no more than 15% of that in infrastructure purchases
Max of 2% direct administrative costs
Comprehensive Needs Assessment recommended
Stakeholder consultation
Prioritization of funds
Increase opportunities for groups underrepresented
Description of content area activities
Evaluation of the effectiveness of program activities
PNP equitable services
Join us for a training on Title IV Program Requirements!
February 10, 2022 (Virtual)
1:00-2:30 p.m.
Region 10 Session ID 2642630
Federal Report Card Dissemination Requirement
The Elementary and Secondary Education Act (ESEA), as amended by the Every Student Succeeds Act (ESSA), requires each State education agency to prepare and publish an annual report card with state-local education agency (LEA) and campus-level data. The Federal Report Card data for 2020-2021 are now available.
LEAs must make the federal report card information readily accessible to the public, and LEAs must notify parents of the availability of the federal report card information no later than Wednesday, March 2, 2022.
To the Administrator Addressed Highlights
The following Texas Education Agency Correspondence has been posted at the TEA website:
The professional development opportunities highlighted in the "Save the Date" section of the newsletter are for the current month.
For a complete list of available learning opportunities,
please go to the Professional Development buttons below.
Title IV, Part A – Program Requirements
Federal Friday
9:00 - 10:00 a.m.
*See attached flyer below for the Zoom Link.
The monthly presentations are recorded and posted on our webinars page, along with the slides.
ESSER USDE Compliance Training
All LEAs will be responsible for an annual submission of a USDE Compliance Report for their ESSER funds. This training will walk you through the report, give examples of ways to collect and track the data, and provide time for Q&A.
February 25, 2022 (In Person)
9:00-12:00
Session ID: 2643815
OR
March 4, 2022 (Virtual)
9:00-12:00
Session ID: 2643816
State Compensatory Education Training from TEA
State Allotment Cooperative (This session will be open to all SSA and Coop members)
March 1, 2022
9:00 - 11:00 AM - Virtual
Region 10 Session ID 2643001
R10 2022 Title III Parent, Family, and Community Engagement Fair
Registration for the R10 2022 Title III Parent, Family, and Community Engagement Fair is now OPEN!
The event is completely free for R10 Coop members and open to all Non-coop members for a small fee of $25 per participant.
Attendees will have the opportunity to hear different presentations geared towards their needs as parents of multilingual learners. The list of sessions offered can be found in the flyers linked below.
In addition to the sessions, attendees will get to hear bilingual children’s music composer, Jose Luis Orozco and get the opportunity to win prizes from one of our sponsors.
Lunch will be provided.
Use the form linked HERE to register participants. One registration form per participant is required.
NOTE: This is a free event for our Title III and EL Support Coop. If you are not a member, please send an email to Magdalena.Silva@region10.org for your registration link.
Title III - Parent, Family, and Community Engagement
2022 ACET Spring Conference
“Agents of Change in Evolving Times”
Embassy Suites, San Marcos Texas
Pre-conference: April 26, 2022
Main Conference: April 27-29, 2022
Please Update Your Calendars
Federal Program Director Meeting
5/11/22 – 2642963 (Date and Session # Changed)Final Amounts with Carryover for 2021-2022 ESSA Grants
Please read the Department of Grant Compliance and Administration email sent on December 17, 2021 for full details.
Final amounts for programs in the 2021-2022 ESSA Consolidated Federal Grant Application, including 2020-2021 carryover, are now available on the Entitlements web page. Grantees must start an amendment for the 2021-2022 ESSA Consolidated Federal Grant Application in eGrants to budget their final amounts and 2020-2021 carryover amounts. Once the amendment has been initiated, any final amounts and 2020-2021 carryover will appear on Schedule BS6001—Program Budget Summary and Support. The deadline to submit amendments is June 2, 2022.
ESSER III and ESSER SUPP 6 Month Review
Remember that your 6 month review is due for ESSER III and ESSER Supplemental. Below are some resources to support your review process.
Brief Overview Presentation:
- Nov. 10 Presentation Slides
- 6 Month Review Template Slide 28 (optional tool)
- Recording of Overview
- Presentation Resource at https://bit.ly/R10ESSER Password: ESSER
Parent and Family Engagement Action Items
February Highlights (To view full list go to PFE Compliance Calendar)
If allowed by your LEA or campus administrators, register for the National ESEA Conference. (Virtually or In-Person) 2022 National ESEA Conference February 16-19
Disseminate Annual State Report Card and Annual LEA Report Card results to parents, usually early in the new calendar year but not later than early March depending upon the availability of relevant data. ESSA Section 1111 (h)(1)(B) and (h)(2)(B)
Parent & Family Engagement Best Practices Expo
Title I, Part A Parent and Family Engagement Statewide Initiative Customer Service in Schools Summit
The Title I, Part A Parent and Family Engagement Initiative will be hosting two two-day “Customer Service in Schools” summits next semester.
Dates and locations:
- February 24-25 in Dallas at the Crowne Plaza – Market Center
For additional information, visit the Summit website: https://esc16summit.com/.
PFE 2nd Quarter Newsletter was Published!
This newsletter has the "Translate Newsletter" feature which allows access to readers in their home language.
Please share with your families. https://www.smore.com/0a7mz