Federal Programs Requirements
October 2021
Meeting Documentation
Documentation for development, review, and revisions of the CIP, DIP, CNA, and Parent Involvement plans should be retained at the district/campus level for 7 years (after the end of the grant period.)
Meeting documentation should include:
- Invitations, Advertisements, Announcements - Includes documentation of invitations that are emailed, printed, texted, and those that are posted to social media, campus marquees, and/or phone call distribution systems.
- Agendas - Include the date, time, place, and specific topics.
- Minutes - Include the date, time, place, stakeholders present/absent, and input from stakeholders.
- Sign-In Sheets - Include date, time, place, and role of each stakeholder.
- Distribution Lists - Include how minutes & materials were distributed to those not in attendance.
Stakeholders
Teachers & Paraprofessionals
Parents - not employed by the district
Community Members
Principals/School Leaders
District Leaders
Specialized Instructional Support Personnel
Students - secondary level
Program Leaders
Tribes/Tribal Organizations
Other - determined by school
District/Campus Improvement Plans & Needs Assessments
Meaningful Stakeholder Input - Stakeholders must be included in development, evaluation, and revision of plans. Stakeholders should be invited to participate in the process. If they are not able to attend, consider other options for input (ie. surveys, emailed questions for input, etc.)
Date - development date and revision date(s)
Ongoing - will likely require multiple meetings
CNA Process - When, Where, & What (process, areas examined, and data sources reviewed)
Activities funded with Title funds.
Location of CIP/DIP - Where can parents, staff, and community members view the CIP/DIP.
Language & Format - Plans should be translated and accommodated for those with disabilities.
How the LEA determined numbers for low income.
Evaluation of T1A program
Fiscal & Payroll Documentation
SNS Methodology - or statement of exemption
Policies & Procedures - How federal funds spent (EDGAR, APM)
Public Comment - Federal funds
Evaluation - expenditures & activities
Time & Effort
Job Descriptions - Includes duties
Parent & Family Engagement
PFE Written Policy & School - Parent Compact
- Distribution of policy & compact - should include documentation of compact discussion during 1:1 parent/teacher conferences at the elementary level.
- Evaluation Process - Committee review and revision at least one time per year with parents included in the process.
- Translation & Accommodation availability
Parent Right to Know/Request Qualifications
- Includes teacher and instructional paraprofessional qualifications
- Document how letter distributed
- Translation & Accommodation availability
Title 1 Meetings
- Required in fall - at least 2 meetings
- Meeting documentation - invitation, agenda, minutes, sign-in sheets, distribution (see Meeting Documentation)
- Translation if applicable
PFE Activities
- Ongoing throughout the year.
- Include parents in planning and delivery
- Meeting documentation
- Translation if applicable
Student Achievement on State Assessments
- How results were distributed to parents/guardians
- Explanation of results
- Translation & Accommodation
Value & Utility of Parent Involvement
- Once per year
- All staff - includes custodians, cafeteria, administration
- https://www.esc16.net/upload/page/0367/Educator%20Training%204.9.21.pdf