List of acronyms



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Preschool

The Title I preschool program is a preschool program for which a LEA or school uses Title I funds, in whole or in part, to improve cognitive, health, and social-emotional outcomes for eligible children below the grade at which an LEA provides a free public elementary education. Such a program is designed to prepare eligible children with the prerequisite skills and dispositions for learning that will enable them to benefit from later school experiences.
For additional information, review the official U.S. Department of Education document,

Title I Preschool Guidance, Serving Preschool Children Under Title I.

Private Schools

The ESEA requires participating LEAs to provide eligible children attending private elementary and secondary schools, their teachers, and their families with Title I services or other benefits that are equitable to those provided to eligible public school children, their teachers, and their families.
These services are considered to be assistance to students and teachers and not to private schools.  Each private school participating in federal programs shall have its plan included as part of the district’s ACSIP plan with which it is administratively associated. Federal law and regulations require public school districts to have meaningful consultation with the private schools.   However, the test data used by private schools will be derived from sources determined by the private school.
Private School Propositional Share of Title I Funds:

  • LEAs must determine equitable services and allocate funds for private school students. The per pupil expenditure for a student in private school must be equal to the per pupil expenditure of that student’s public school attendance zone.

  • Set Asides for private schools must include equitable services for professional development, equitable parent involvement activities if the LEAs allocation is over $500,000, and equitable services for Title IIA.

  • There is NEVER a transfer of funds to a Private School, only services may be provided.


Homeless

The McKinney-Vento Act defines “homeless children and youth” as individuals who lack a fixed, regular, and adequate nighttime residence.  The term includes:

  • Children and youth who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason (sometimes referred to as doubled-up); living in motels, hotels, trailer parks, or camping grounds due to lack of alternative adequate accommodations; living in emergency or transitional shelters; abandoned in hospitals; or awaiting foster care placement

  • Children and youth who have a primary nighttime residence that is a public or private place not designed for, or ordinarily used as, a regular sleeping accommodation for human beings

  • Children and youth who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations, or similar settings

  • Migratory children who qualify as homeless because they are living in circumstances described above.


The McKinney-Vento program is designed to address the problems that homeless children and youth have faced in enrolling, attending, and succeeding in school.  Under this program, SEAS must ensure that each homeless child and youth has equal access to the same free, appropriate public education, including a public preschool education, as other children and youth.  Homeless students may not be separated from the mainstream school environment.  States and districts are required to review and undertake steps to revise laws, regulations, practices, or policies that may act as a barrier to the enrollment, attendance, or success in school of homeless children and youth.  
The program is authorized under Title VII-B of the McKinney-Vento Homeless Assistance Act (42 USC 11431 et seq.), (McKinney-Vento Act).  The program was originally authorized in 1987 and, most recently, reauthorized by the No Child Left Behind Act of 2001.  Section 1113 of the ESEA requires each LEA to reserve such funds as are necessary under Title I, Part A to provide services to children attending non-Title I schools that is comparable to services the LEA provides to children in Title I schools. Services are supplemental and should supplement local funding in the absence of McKinney Vento grant funds.  Services may include providing educationally related support services as well as basic needs such as clothing, supplies and health care.
Programs and services must be provided to homeless students. Title I funds may be used to support these services, as needed. Additional guidance can be found at: http://center.serve.org/nche/downloads/briefs/titlei.pdf and

http://www2.ed.gov/policy/elsec/leg/esea02/pg116.html
Title I Part A Neglected Services

Title I, Part A is federal funding available to students from low-income families.  Its purpose is to enable them to meet the state student performance standards by providing a high-quality education.  In Arkansas, only students who reside in a residential facility for neglected children would be eligible for services from Title I, Part A funding.  Students who have been abused, neglected or abandoned by their parents are considered neglected.  These funds provide services like one-on-one tutoring for the students; for computer equipment and other forms of technology for students; for professional development for instructors to these students.
Title I Part D Delinquent Services

Title I Part D is federal funding available to districts, juvenile and adult correctional facilities, detention facilities, state-operated institutions and community day programs.  In Arkansas, only facilities that house delinquent students are eligible for funding.  Students who are delinquent have been ruled adjudicated delinquent by the courts or a judge or are just in need of supervision. These facilities must have an average length of stay of 30 days.  The main purpose for this funding is to provide students with an opportunity to meet State standards.  It also provides them transitional services so once they are released from an institutional setting they will be able to further their schooling or successfully seek employment; it also provides a support system to prevent students from dropping out of school.


Title I 1003a – School Improvement Grant (SIG)

Section 1003(a) of the ESEA requires that SEAs allocate funds to local education agencies to support Title I schools identified for improvement to meet the progress goals in their school improvement, corrective action and/or restructuring plans and thereby improve student performance.
Schools must target the funds toward the area(s) of identification and toward the particular subgroup(s) identified for improvement. The funds must be used to complete required Differentiated Accountability interventions and support the goals for school improvement outlined in the school's Arkansas Comprehensive School Improvement Plan (ACSIP) or Restructuring Plan.
The Arkansas Department of Education received a waiver of the requirements in ESEA section 1003(a) for an SEA to distribute funds reserved under that section only to LEAs with schools identified for improvement, corrective action, or restructuring.  As a result of Flexibility, section 1003(a) funds may be allocated to any LEA in order to serve focus and priority schools identified under the State-developed differentiated recognition, accountability, and support system, if ADE determines such schools are most in need of additional support.

 

Title I 1003g – School Improvement Grant (SIG)



SIGs authorized under section 1003(g) of Title I of the ESEA are grants to SEAs that SEAs use to make competitive sub-grants to LEAs that demonstrate the greatest need for the funds and the strongest commitment to use the funds to provide adequate resources in order to raise substantially the achievement of students in their lowest-performing schools. When LEAs applied, they are required to indicate that they would implement one of the following four models in their persistently lowest achieving schools:

  • Turnaround Model — Replace the principal, screen existing school staff, and rehire no more than half the teachers; adopt a new governance structure; and improve the school through curriculum reform, professional development, extending learning time, and other strategies.

  • Restart Model — Convert a school or close it and re-open it as a charter school or under an education management organization.

  • School Closure — Close the school and send the students to higher-achieving schools in the district.

  • Transformation Model — Replace the principal and improve the school through comprehensive curriculum reform, professional development, extending learning time, and other strategies.

  • Early Learning Model

  • Whole School Reform Model


Under the final requirements published in the Federal Register on October 28, 2010, 1003(g) school improvement funds are to be focused on each State’s “Tier I” and “Tier II” schools.  As a result of flexibility this will be Focus and Priority schools.   

General Provisions for Selected Items of Cost
First, apply Federal program statutes and regulations and then apply the following cross-cutting regulations regarding general provisions for selected items of cost.  Refer to the appropriate section for details about the allowability, limitations and special circumstances for each cost.

1.    Advertising and public relations:  allowable for programmatic purposes including recruitment, procurement of goods, and disposal of materials, program outreach, and public relations (in limited circumstances).  Stamped, labeled items such as books, pens, bags, etc. should be for specific program and not the LEA, in general. C.F.R. 200.421

2.    Advisory councils unallowable unless authorized by statute, the Federal awarding agency or as an indirect cost where allocable to Federal awards. C.F.R. 200.422

3.    Alcoholic beverages unallowable C.F.R. 200.423

4.    Alumni/ae activities N/A to LEAs C.F.R.200.424  

5.    Audit services a reasonably proportionate share of the costs of audits is allowable C.F.R. 200.425

6.    Bad debts unallowable C.F.R. 200.426  

7.    Bonding costs allowable in some circumstances C. F. R. 200.427  

8.    Collection of improper payments allowable C.F.R. 200.428  

9.    Commencement and convocation costs N/A to LEAs C.F.R. 200.429

10. Compensation-personal services salaries are allowable to the extent that they satisfy the specific requirements of this part C.F.R. 200.430 

11. Compensation-fringe benefits fringe benefits including costs of leave (vacation, family-related, sick or military), employee insurance, pensions, and unemployment benefits plan are allowable C.F.R. 200.431  

12. Conferences defined as a meeting, retreat, seminar, symposium, workshop or event whose primary purpose is the dissemination of technical information beyond the non-Federal entity and is necessary and reasonable for successful performance under the Federal award; allowable costs paid by the host include rental of facilities, speakers’ fees, costs of meals and refreshments, local transportation, and other items incidental to such conferences; costs of locating (not providing) locally available dependent-care resources are allowable C.F.R. 200.432  

13. Contingency provisions in Arkansas, all federal funds must be budgeted C.F.R. 200.433 

14. Contributions and donations unallowable C.F.R. 200.434

15. Defense and prosecution of criminal and civil proceedings, claims, appeals, and patent infringements unallowable C.F.R. 200.435

16. Depreciation allowable in some circumstances C.F.R. 200.436

17. Employee health and welfare costs allowable in some circumstances C. F. R. 200.437

18. Entertainment costs including amusement, diversion, and social activities and any associated costs are unallowable, except where specific costs that might otherwise be considered entertainment have a programmatic purpose and are authorized either in the approved budget for the Federal award or with prior written approval. C.F.R. 200.438  

19. Equipment and other capital expenditures capital expenditures for special purpose equipment are allowable as direct costs, provided that items with a unit cost of $5,000 or more have prior written approval C.F.R. 200.439  

20. Exchange rates allowable with prior written approval C.F.R. 200.440

21. Fines, penalties, damages and other settlements unallowable in most circumstances C.F.R. 200.441

22. Fund raising and investment management costs unallowable in most circumstances C.F.R. 200.442

23. Gains and losses on disposition of depreciable assets allowable C.F.R. 200.443

24. General costs of government):  unallowable C.F.R. 200.444

25. Goods or services for personal use unallowable in most circumstances C.F.R. 200.445

26. Idle facilities and idle capacity unallowable Reference: C. F. R. 200.446

27. Insurance and indemnification allowable with limitations C.F.R. 200.447

28. Intellectual property generally allowable C.F.R. 200.448

29. Interest unallowable C F.R. 200.449

30. Lobbying unallowable C.F.R. 200.250

31. Losses on other awards or contracts unallowable C.F.R. 200.451

32. Maintenance and repair costs allowable C.F.R. 200.452

33. Materials and supplies costs, including costs of computing devices allowable if necessary to carry out the Federal award C.F.R. 200.453

34. Memberships, subscriptions, and professional activity costs allowable for professional organizations and subscriptions; allowable for civic or community organizations with prior approval; unallowable for country club or social or dining club or lobbying organization C.F.R. 200.454

35. Organization costs unallowable except with prior approval C.F.R. 200.455

36. Participant support costs allowable with prior approval C.F.R. 200.456

37. Plant and security costs necessary and reasonable expenses incurred for protection and security of facilities, personnel, and work products are allowable C.F.R. 200.457

38. Pre-award costs allowable with approval C.F.R. 200.458

39. Professional service costs allowable C.F.R. 200.459

40. Proposal costs may be treated as indirect costs C.F.R. 200.460

41. Publication and printing costs allowable as direct costs if identifiable with a particular cost objective; otherwise, indirect costs C.F.R. 200.461

42. Rearrangement and reconversion costs normally allowable as indirect costs; may be direct cost with prior approval C.F.R. 200.462

43. Recruiting costs allowable under certain circumstances C.F.R. 200.463

44. Relocation costs of employees allowable subject to limitations C.F.R. 200.464 

45. Rental costs of real property and equipment allowable with limitations C.F.R. 200.465

46. Scholarships and student aid costs N/A for LEAs C.F.R. 200.466

47. Selling and marketing costs allowable with prior approval C.F.R. 200.467

48. Specialized service facilities allowable with limitations and prior approval C.F.R. 200.468

49. Student activity costs unallowable unless specifically provided for in the Federal award C.F.R. 200.469

50. Taxes allowable C F.R. 200.470

51. Termination costs allowable with limitations C.F.R. 200.471

52. Training and education costs allowable C.F.R.200.472

53. Transportation costs allowable C.F.R. 200.473)

54. Travel costs including transportation, lodging, subsistence, and related items incurred are allowable with limitations C.F.R. 200.474

55. Trustees):  N/A for LEAs C.F.R. 200.475




Local Plan Applications (Substantially Approvable)
Current ACSIP Process/Software

The current ACSIP Process (SEDL Software) remains the same. See ADE websites for updates.



ACSIP Pilot District/School Process/Software

School districts must fill out Title I, Title II, and Title III applications by June 15, 2015. These applications are located in the Indistar software system. Districts will be provided a login and password through the School Improvement Unit. Once the application is completed, it will be saved in the Indistar system. Applications will be read by appropriate ADE Title I staff. Upon approval of application, districts will receive an approved plan notice. Once that notice is received, districts may start obligating and spending their funds on July 1. Districts will be required to revisit and update their plan annually.


In October, when districts are required to submit their budgets in APSCN, a COGNOS report will be run to show budgets for each of the Federal programs. This will include: 6051-Title I, 6505-1003(a), 6784-REAP, 6530-Homeless, 6510-N&D, 6756-Title II, and 6761-Title III. Other fund categories may be added at a later date. After reports are run, they will be uploaded into Indistar.
In December, COGNOS reports will be requested and uploaded into Indistar for each of the fund sources to show expenditures for July 1 – December (Date TBD). This will allow ADE to view expenditures for allowability and to see fund balances. In May, the expenditure reports will be run and uploaded a second time.
When the LEA’s approved plans are sent to the Plans Review Complete queue of the ASCIP software, the ADE Federal Grants Management office prints the budgets and check the amounts entered.  These budgets are reviewed by date of approval from the School Improvement Supervisor.
FGM reviews during the current year:

  • COH amounts and compares to the ending balance from the previous year from ASCPN.

  • Excess funds from previous year to current

  • Amounts in Reserve and correct any with cents

  • Check on the 40% of allowability for the administrative purposes

  • Review budgets pages

  • Target Area Selection page

  • Transfer page and the FGM office has received the signed copy

  • Assurance Letters must be received in ADE Federal Grants Management office before LEA’s receive approval of the ACSIP budget.

If plans have to be returned before approval due to FGM finance notes:



  • A message is placed in the ASCIP software that is emailed to the contact person the LEA has designated.

  • An email is sent from the FGM office to the ACSIP contact person and the ASCIP Supervisor on why the plan has been returned.

  • Any technical assistance that is needed by LEA, the LEA can contact the FGM or the district’s School Improvement Supervisor.

LEAs are required to submit ACSIP amendments when:



  • the total amount budgeted increases or decreases

  • Adds a budget function code (line item) or budget object

  • Adds staff

  • Increase or decrease the total amount for Capital Outlay


Budget Revision Review Process

LEAs will resubmit budgets only if the over-all budget total changes for building or district level.  If so they would submit an email to the School Improvement Supervisor, Title I office and FGM stating the changes made on budget.


Program adjustments move money around within the approved budget categories and does not require the plan to be resubmitted.
If plans have to be returned before approval due to FGM finance notes:

  • A message is placed in the ASCIP software that is emailed to the contact person the LEA has designated.

  • An email is sent from the FGM office to the ACSIP contact person and the ASCIP Supervisor on why the plan has been returned.

  • Any technical assistance that is needed by LEA, the LEA can contact the FGM or the district’s School Improvement Supervisor.

LEAs are required to submit ACSIP amendments when:



  • the total amount budgeted increases or decreases

  • Adds a budget function code (line item) or budget object

  • Adds staff

  • Increase or decrease the total amount for Capital Outlay



Programmatic Fiscal Requirements
Supplement Not Supplant

  1. Definition. Under the Federal “supplement, not supplant” requirement, sub-grantees may use Federal funds only to supplement and, to the extent practical, increase the level of funds that would, in the absence of the Federal funds, be made available from non-Federal sources for the education of participating students. In no case may sub-grantees use Federal program funds to supplant (take place of) funds from non-Federal sources.




  1. Supplement, not supplant provisions generally operate the same way for all federal programs. Using Title I, Part A funds for an activity that a LEA is required to provide by local, State or other Federal law raises a presumption of supplanting. Supplanting is presumed to occur in the following instances:

  1. to provide services that the sub-grantee was required to make available under federal, state or local law;

  2. to provide services it provided with non‐federal funds in the prior year(s); and

  3. to provide services for participating students that it provided with non‐federal funds for non‐participating students.

The burden of proof is on the sub-grantee to have expenditures supplementing the core programs and connecting to the supplemental learning activity or service. See www.ed.gov site to search for additional supplement vs. supplant guidance.




  1. Presumptions of supplanting are rebuttable if the sub-grantee can demonstrate that it would not have provided the services in question with non-Federal funds had the Federal funds not been available. To rebut a presumption, the sub-grantee must present fiscal or programmatic evidence or documentation to confirm that in the absence of federal funds, staff or services in question would have been eliminated.

Such documentation could include:



  1. Minutes of a finance or budget committee meeting;

  2. State or local legislative action which changed or removed the requirement for a specific activity or service; or

  3. Budget histories and information.

If a sub-grantee believes it cannot maintain services previously paid with state or local funds had Federal program funds not been available then it should be able to demonstrate the following:



  • A decrease of state and local funds from the prior year, and the maintenance or increase in standard operating costs (salaries, benefits, supplies, etc.) from the prior year; or

  • That any increase in state and local funds is less than the increase of the standard operating costs, and state/local funds have not been redirected to a new activity; and

  • That management is on record as deciding to eliminate the activity under question unless a new source of funds is made available from non-state and non-local funds (in the absence of state and local funds), and the activities to be funded under a particular Federal program are clearly consistent with the purpose of that program.



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