Region 10 - Federal Programs
August 2022
Office of Federal Programs Contacts
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Region 10 Federal Programs Contacts
Please update your 2022-2023 contact information. We will use this updated information starting in July. Thank you!
August Action Items
- 2019-20 ESSA Grant - ER System Final Expenditure Report - Aug. 1, 2022
- Updated EDGAR Manual was due on July 1 - Template Example from Brustein and Manasevit
- SSA Members (Districts Only) who do not complete the PS3099 in ESSA Application will need to complete the SC3099 using the data provided by Region 10 PNP staff in August. You must log in to eGrants (Special Collections) to submit the SC3099 by September 2.
Due Aug. 1, 2022 - LEAs need to review the ARP ESSER III LEA Plans report to verify that both links listed for their respective LEAs are the most accurate and up-to-date links. R10 will have open office hours for support Monday, Aug. 1 from 7:30-9:30 and 2:30-4:00 PM - (ZOOM LINK: https://Region10.zoom.us/j/9094628166) Additional Region 10 Resource to help you navigate the Smartsheet website updates is located HERE. SSA ESSER III Members - Region has completed the website update for you and is currently working on updating your Authorized Users in Smartsheet.
- ESSA Application due by Sept. 2, 2022. If you have 12 month employees paid with ESSA grants, the recommendation is to complete the application by July 1.
Required Public Comment prior to submitting ESSA application: "Before the application was submitted, the applicant afforded a reasonable opportunity for public comment on the application and has considered such comment." page 43(I) of the ESSA Program Specific Provisions and Assurance. https://tea4avcastro.tea.state.tx.us/eGrants/21-22/22610101/ESSA-progspecificr1.pdf
- Governor Abbott letter Texas School Safety Center (TxSSC) and TEA - Schedule summer School Safety and Security Committee to review Emergency Operations Plan, including active threat plan, and ensure all drills are scheduled before the start of the school year.
SSA To Do Items and Important Dates:
- Last day for reimbursements for the 2021-22 ESSA grant - October 7, 2022
- Last day for reimbursements for the ESSER 1 grant - October 7, 2022
Parent and Family Engagement Action Items
August Highlights (To view full list go to PFE Compliance Calendar)
- Notify parents, at least 14 days prior to the beginning of school and at the time of enrollment for new students, of Persistently Dangerous Schools and the option to transfer to a safe public school within the LEA including a public charter school.
- Notify parents of their right to request and receive information regarding the professional qualifications of the student’s classroom teachers. ESSA Section 1112 (e)(1)(A)
- Consult with parents and families to jointly develop or revise and agree upon and distribute the District and Campus Parental Involvement Policies. ESSA Section 1116 (a)(2) and (b)(1)
- Consult with parents and families to develop or revise and agree upon the School-Parent Compact. ESSA Section 1116 (d)
- Each Title I, Part A campus has a school-parent compact that outlines how the parents, the entire school staff, and the students share responsibility for improved student achievement and by the means the school and parents will build and develop a partnership to help children achieve the State’s high standards. ESSA Section 1116 (d)
- Schedule two (2) fall Title I, Part A Annual Parent Meetings – different days and different times during the day, per TEA (usually convene meeting in September). ESSA Section 1116 (c)(1)
- Consult with parents and families to establish a Migrant Districtwide Parent Advisory Council (PAC), Title I, Part C. (If this cannot be done in August do so as soon as practicable). ESSA Section 1304 (c)(3)
Are you new to federal programs?
The Special Revenue department is here to help and support you. Please complete the 2022-23 Office of Federal Programs Technical Support Form if you would like to request support.
ESSA Consolidated Compliance Reports
The ESSA Compliance Reports are now available in TEAL. Reports are due by September 30, 2022.
TEA identified a problem in TEAL with one of the sections of the compliance report (PR3107 – Title IV, Part A). If an LEA reports 100% on Part 1 and Part 2 for REAP and/or Funding Transferability, Part 3 disables but user gets a system error requiring Part 3 to be completed. The problem has been reported to eGrants. The problem is projected to be fixed by Friday, August 5, 2022.
TEA has posted the 21-22 ESSA Consolidated Compliance Reports Resources. Resources include mockups, Program Compliance Self-Check Guide, instruction documents and training videos for each of the compliance reports are available.
Check out the Program Compliance Self-Check Guide! This is a great resource to identify any required documentation for the compliance report.
Region 10 ESSA Compliance Reports Training
8/11/2022
9:00 AM - 11:00 AM
Session ID 2645748
SSA Members - Information on ESSA Compliance Reports
- Any question that is connected to funds/expenditures, we can pull ourselves and will not need to include in our data collection forms.
- For Title I, Part A there is a section of demographics that we do have to collect because it is not reported through PEIMS.
- Even if the LEA is in the SSA for all ESSA grants, they will need to complete some portions of the Compliance Report in TEAL (Contact info, homeless section and Title VIII section)
We will review the data collection forms during our SSA Technical Assistance Tuesday. See information below.
SSA – Technical Assistance Tuesday on ESSA Compliance Reports
8/2/2022
9:00-10:30 AM
Zoom Link: https://Region10.zoom.us/j/87509799436
New Safety Requirements
Please review the time sensitive information regarding new safety requirements.
See TEA Communication - School Safety Requirements and Information
TEA Professional Development to Support Communication:
- To help LEAs better understand how weekly exterior door sweep tools can be used, TEA is hosting a Weekly Exterior Door Sweep Webinar on Thursday, August 11, 2022, at 12:00 noon. Register for the Weekly Exterior Door Sweep webinar here.
- The Texas School Safety Center will give an overview of the upcoming statewide Intruder Detection Audit program for District and Public Charter Superintendents on August 16, 2022, at 12:00 noon. You can register for the Intruder Detection Audit webinar here.
School Safety and Security Committees Summer Meeting
TEA Communication Required School Safety Action Steps This Summer
Under state law, school districts are required to create School Safety and Security Committees. These groups are required to meet three times a year, and generally one meeting occurs during the summer. Per Governor Abbott letter Texas School Safety Center (TxSSC) and TEA the expectation is that all districts will ensure the District Safety and Security Committee will meet this summer and that before the start of the 2022-2023 school year, each district will:
- Ensure their School Safety and Security Committee meets to review their Emergency Operations Plan and address any campus safety needs. This includes reviewing their Active Threat plan.
- Ensure the School Behavioral Threat Assessment Team is trained and has reviewed procedures for each campus.
- Ensure that all staff and substitutes are trained on their specific district and campus safety procedures and that all drills are scheduled before the start of the next school year.
- Conduct an assessment of their access control procedures, such as single access points, locked instruction room doors, visitor check-in procedures, exterior door locks, etc.
- Complete these efforts by September 1, 2022, and certify this data to the TxSSC by September 9, 2022. LEAs can review this document to see each of the survey questions they will be asked.
Safety and Security - Region 10 Contact
Click Here for Important Safety & Security Updates
Please do not hesitate to contact me if you have any questions.
La’Evening Woodard
Safety and Security Program Coordinator
Office: 972-348-1556
Travel Guidelines Updated
See full details in the TEA Correspondence Travel Reimbursement Rates Letter
Highlights:
The Texas Comptroller of Public Accounts has published the travel and mileage reimbursement rates, as summarized below:
- Effective July 1 – December 31, 2022, the automobile mileage reimbursement rate is 62.5 cents per mile.
- Effective January 1 – June 30, 2022, the automobile mileage reimbursement rate is 58.5 cents per mile. Grantees may claim reimbursement retroactively for this rate for the effective dates.
- Meal reimbursement rate for overnight travel and lodging reimbursement rates for in-state and out-of-state travel are listed on the federal per diem rate map
Reminder on Travel Allowances (Texas more restrictive than EDGAR):
- Per diem reimbursement is allowable in EDGAR but NOT allowable in Texas. We have to follow most restrictive guidance.
- Page 3 of the updated TEA Travel Guidelines provides the following information. "Travel allowances for in-state and out-of-state travel, in which the traveler receives a flat per diem for lodging and/or meals, regardless of the actual amount expended, are not allowable in Texas. Grantees must adhere to the guidelines stated above in lieu of a travel allowance."
- Travel costs must be properly documented to be reimbursable. The employee must document travel costs with a travel voucher or other comparable documentation. TEA provides a list of minimum documentation requirements, and LEAs should clearly identify the requirements for travel documentation in their local policies. Sample LEA Employee Travel Form
SSA Travel Reimbursement Updates:
- Travel Reimbursement Check List (Updated Aug. 1, 2022)
PNP 2022-2023 Affirmation of Consultation
Signed Affirmation of Consultation forms for participating PNP schools are due in ESSA Reports by September 30, 2022. Please select the correct Affirmation form (2022-2023 ESSA grants) and submit under 2022-2023.
SSA and PNP Coop: SC3099 and Affirmation of Consultation
SC3099
TEA has released the SC3099 in the eGrants Special Collections section.
- Ashley Westbrook or Dr. Mary Curtis will contact SSA member districts in August (charters don’t complete this special collection) to assist you in submitting the SC3099 in eGrants.
- SC3099 is for LEAs that participate in the SSA for all ESSA grants. LEAs that complete the application for some of the grants, do not complete the SC3099 because the information is already completed in the PS3099 as part of the ESSA application.
Affirmation of Consultation
- Region 10 is currently consulting with your district’s participating private nonprofit schools, having them sign the Affirmation of Consultation. This service is for SSA members and participating PNP Cooperative members.
- Region 10 will upload those Affirmations to ESSA Reports on your behalf prior to the Sept. 30, 2022 due date.
Please contact Ashley Westbrook or Dr. Mary Curtis if you have any questions about the PNP services our Region 10 SSA or PNP Coop is performing for your district.
PNP and ESSER I - Equipment and Supplies
Equipment and supplies purchased by an LEA with CARES Act funds to provide equitable services to students and teachers in a private nonprofit school may be used for the authorized purposes of a CARES Act program during the period of performance (i.e., through September 30, 2022) or until the equipment and supplies are no longer needed for the purposes of the program.
See ESSER I article below for further details.
ESSER I
REMINDERS:
ESSER I funds must be obligated by 9/30/2022 (per 34 CFR 76.707). You may recode from another ESSER grant to ESSER I in order to obligate 100% of your funds. If you are an ESSER I SSA and need support with this, reach out to Penny.Douglas@region10.org
ESSER I liquidation period has been extended until you file your Final and/or Revised Expenditure Report on 1/2/2023. ESSER I SSA Members - Date for Final/Revised Expenditure Report is Oct. 7, 2022.
TEA is required to close this program out with USDE no later than 1/30/23
By Sept. 30 LEAs need to consult with their PNP regarding the use or disposition of equipment or supplies, bought with ESSER I funds, past the period of performance of the program. You can access the Flow Chart here. The PNP ESSER I Disposition Information document also provides details on the needed steps. For LEAs that are part of the ESSER I SSA or ESSER I PNP Coop, Region 10 does this process for you.
NOTE: If you are an ESSER I SSA you will receive an email from Karla Beltran, our new ESSER Consultant, with a short survey to provide support. If you are in the PNP Cooperative, Region 10 will provide the services to the PNPs.
FAQ Disposition Condensed Link with T-Q7, T-Q8, T-Q9 hereESSER III - TEA requires an update to URLs for Plans by August 1, 2022
R10 will have open office hours for support Monday, Aug. 1 from 7:30-9:30 and 2:30-4:00 PM - (ZOOM LINK: https://Region10.zoom.us/j/9094628166)
Region 10 has created additional slides to help you update your URLs and/or modify your authorized users in Smartsheet.com here.
Due Aug. 1, 2022 - LEAs need to review the ARP ESSER III LEA Plans report to verify that both links listed for their respective LEAs are the most accurate and up-to-date links. R10 will have open office hours for support Monday, Aug. 1 from 7:30-9:30 and 2:30-4:00 PM - (ZOOM LINK: https://Region10.zoom.us/j/9094628166) Additional Region 10 Resource to help you navigate the smartsheet website updates is located HERE.
SSA ESSER III Members - Region has completed the website update for you and is currently working on updating your Authorized Users in Smartsheet.
ESSER SSA members - contact Sonya Carpenter (sonya.carpenter@region10.org) with any ESSER questions. All others - contact Karla Beltran (karla.beltran@region10.org)
Public Notice of Grant Applications for ALL Grants
There is a requirement for every grant application to have a public notice. It is recommended that you have a policy and procedure for how you provide public notice. Having it in writing will allow an auditor to check for how you are following your procedure/policy rather than determining the quality of the public notice.
- Present at a Board Meeting
- Web Posting
- Email Sent
- Newspaper Articles
- Notice in the Newspaper
"Before the application was submitted, the applicant afforded a reasonable opportunity for public comment on the application and has considered such comment." page 49(I) of the ESSA Program Specific Provisions and Assurance. https://tea4avcastro.tea.state.tx.us/eGrants/22-23/23610101/ESSA-progspecificr3.pdf
Grant Writing & Payroll
A staff member that is responsible for grant writing, including application, should have a portion of their contract paid from state or local funds, because federal grant funds cannot be used for grant writing.
First Two Week of Enrollment - Requirements for Homeless & Foster Care Students
Each school district and open-enrollment charter school shall develop systems to ease transition of a student who is homeless or in substitute care (foster care) during the first two weeks of enrollment at a new school. These systems shall include the following:
- welcome information packets
- introductions for new students
- process for free nutrition benefits
- enrollment conference
- pertinent staff members should have knowledge/training
- PEIMS coordination & communication
2022-2023 Every Student Succeeds Act (ESSA) - OPEN!
The 2022-2023 Every Student Succeeds Act (ESSA) Consolidated Federal Grant Application is now available in eGrants. Allocations for eligible applicants are available and can be viewed on the Entitlements page. Visit the TEA Grant Opportunities page for detailed information about the grant program application. Search for 2022-2023 ESSA Consolidated Federal Grant Application. Here are a few to-do items:
- Complete the SC5003 – Formula Grants Consolidated Schedule. You can find it on the “Special Collections” tab in eGrants. The application will not be available until you complete this and submit the ADC.
- Complete the Applicant Designation and Certification (ADC) Form in eGrants. The ADC must be submitted before the grant application is available. Once in eGrants, click on “Grants” on the menu bar.
- Eligible applicants must apply for the ESSA Consolidated Federal Grant through the eGrants system by 5:00 p.m. Central Time, September 2, 2022.
TEA 2022-23 Training Resources
SSA - ESSA Reimbursements
The fiscal year is soon coming to an end. Please ensure to turn in your final reimbursements as prior to the due date:
- Last day for reimbursements for the 2021-22 ESSA grant - October 7, 2022
All ESSA SSA forms are accessible through our SSA website. The forms all have separate tabs for each fiscal year. The reimbursement forms on the web are the original documents, and you will not have editing rights to them. To use these forms, you would need to either download them to your computer or make a copy of them in your Google Drive.
Provided below are direct links to the reimbursement forms. When you click on the links below it will instruction to make a copy of the form in order to access it.
To avoid delays in processing reimbursements, please review the “how to” document. How to be Reimbursed
Please reach out to Judith Coffman or Davonda Oliver if you need support with the ESSA reimbursement process.
To the Administrator Addressed Highlights
The following Texas Education Agency Correspondence has been posted at the TEA website:
Sign-up for TEA Updates on Grants!
2022-2023 Professional Development
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.
ESSA Compliance Reports
Fiscal Compliance Academy
August 17-18, 2022 – In Person – 9:00 a.m. - 4:00 p.m.
Region 10 Session ID #2645064
The Fiscal Compliance Academy will be presented in collaboration between TEA and Brusteim & Manasevit.
- Day 1 will provide a Federal Focus with an EDGAR overview and fiscal compliance requirements for ESSA/ESSER grants.
- Day 2 will provide a State Focus with hot topics such as; procurements, travel, time and effort, tracking of capital, requirements for district/campus improvement plans, PNP equitable services, documentation, and random validation finds.
*Free for SSA members participating in two or more ESSA and/or ESSER grants. Judith will send a password to the federal program contacts.
*Fee based for all other participants. Fee: $150
Federal Fridays
Description: The main purpose of Federal Fridays is to provide updates and reminders each month. We use this time as a monthly nuts and bolts meeting. Meetings will be recorded and posted on our web.
Region 10 Session ID # 2645199
Time: 9:00 -10:30 AM - Virtual
Aug. 19, 2022
ZOOM LINK: https://Region10.zoom.us/j/89726343725
The monthly presentations are recorded and posted on our webinars page, along with the slides.
ESSA - Technical Assistance Tuesdays for SSA Members Only
Description: Each month we will focus on different compliance and funding topics based on what is relevant to our ESSA Consolidated Grant SSA members at that time. Indicated below are the possible topics for each meeting.
Region 10 Session ID # 2645202
Time: 9:00 - 10:30 AM - Virtual
Aug. 2, 2022 – ESSA Compliance Reports
ZOOM LINK: https://Region10.zoom.us/j/87509799436
ESSER - Technical Assistance for SSA Members
Description: Each month we will focus on different compliance and funding topics based on what is relevant to our ESSER Grant SSA members at that time. Indicated below are the possible topics for each meeting.
Region 10 Session ID # 2645745
Time: 9:00 - 10:30 AM - Virtual
Aug. 9, 2022 – ESSER Updates & Budget Review Process
ZOOM LINK: https://Region10.zoom.us/j/84597832370
ESSA Coffee Hour
Description: Each month LEAs are provided an opportunity to collaborate and seek clarification on any of the ESSA grants. We will not have an agenda for this timeframe. The LEAs will guide the topics of discussion based on their questions.
Time: 9:00-10:00 a.m.
Aug 5, 2022
ESSA Coffee Hours are not in the R10 Workshop systems.
Please register with Zoom link below:
https://Region10.zoom.us/meeting/register/tZUkde-qrzMpGNUcrBjIemmYWlsdEqpBfPUF
ESSER Coffee Hour
Description: Q&A and/or support regarding ESSER I, II, III, and/or SUPP. All LEAs are invited.
Time: 9:00-10:00 a.m.
Aug. 12, 2022
ESSER Coffee Hours are not in the R10 Workshop systems.
Please register with Zoom link below:
https://Region10.zoom.us/meeting/register/tZwsduuupzkjGNSn0119-jvnpGsDqrrrPoaX
Zoom Meeting Link: https://region10.zoom.us/j/88112692920
TECHY Program Summit
Parent Involvement Conference in Frisco
The 2022 Parent Involvement Conference in Frisco, Texas is quickly approaching on December 8-10, 2022!
The Conference Website is now LIVE! Check out the link below where you can register, get hotel information, and so much more!
We look forward to seeing you in Frisco on December 8th through December 10th!