School-level Compliance

Title I provides funding for schools to supplement their existing programs. As with any grant, there must be accountability for these funds. In order to meet the monitoring/audit compliance required by the Elementary and Secondary Education Act (ESEA), principals of schools implementing the Title I Schoolwide Program are required to compile the necessary compliance documentation and maintain it in the Title I School-level Compliance Filing System for a minimum of five (5) years (Appendix D of the Title I Handbook, lists the items that are required for compliance).

The filing system, which is divided into six (6) sections, must be readily available to members of the Title I Accountability and Technical Assistance Team (A-TAT), Federal and/or State monitors/auditors. Since the documentation to be included in the Title I School-level Compliance Filing System is gathered from various departments and staff at the schoolsite, it is recommended to form a Title I Monitoring/Audit Team to assist with monitoring/audit compliance. Besides the Title I School-level Compliance Facilitator, it is suggested that schools include the treasurer, Community Involvement Specialist (CIS)/Community Liaison Specialist (CLS) or parent liaison, professional development contact, Educational Excellence School Advisory Committee (EESAC) Chair, Curriculum Coaches (Language Arts/Reading, Math and Science), and principal’s secretary, as part of the Title I Monitoring/Audit Team.

Principals are asked to complete and submit the Title I Compliance School-Level Staff Contact Information Form (Appendix E of the Title I Handbook, FM-6899). It is strongly recommended that schools identify the Assistant Principal as the Title I School-level Compliance Facilitator.

For the 2018-2019 school year, the Department of Title I Administration will implement a two-tiered model of technical assistance and support (On-site Support and Follow-up Desktop Support) to assist schoolsite administrators with the requirement of compiling and maintaining the Title I School-level Compliance Reference Document and Filing System.

On-site Support – A physical visit to the school to review the compiled documentation.

Follow-up Desktop Support – A remote documentation review, via the School-level Compliance Collaboration Site.
Principals will receive electronic communication from the Department of Title I Administration regarding the aforementioned levels of support and technical assistance. The communication will detail the specific type of support to be provided, along with the date(s) and time(s) of the technical assistance.

Upon compilation of all required documentation at the end of the school year, schools shall complete the Miami-Dade County Public Schools Title I Administration Assurance of Accountability and Compliance with Title I Schoolwide Program Guidelines form (Appendix U of the Title I Handbook, FM-7346-T or FM-7346-CH, as applicable), and submit it by the established date to the Department of Title I Administration District office.

Title I Accountability and Technical Assistance Team (A-TAT)

The A-TAT’s objective is to provide technical assistance with the successful completion of the Title I Administration School-level Compliance Reference Document and Filing System.  This system has been developed to guide the schoolsite identification of appropriate evidence sources and compliance documentation that should be used to support any District, State or Federal audit of our district or the school.

Based on the review of the documentation compiled by schools in previous years, members of the A-TAT have identified some areas of concern for the Budget and Expenditures, and Property components of the Title I School-level Compliance Filing System, which are common across multiple Title I schools. By becoming familiar with the information contained in the following Recommendations Based on Most Common Areas of Concern Found During A-TAT Visits, and knowing how to avoid them, schools will be strengthening their operations while preventing potential audit findings.

Title I School-level Staff Assignment

Principals have the authority to assign Title I paid staff within the school, as long as it is within the parameters of the Title I budget and the function of staff complies with the position’s job description, in fulfillment of the Title I program requirements. However, Principals must assure the following:

Traditional Schools:  All employees paid with Title I funds shall expend their time and effort servicing this federally funded program, as evidenced by the approval of the Federal Time and Effort Certification (formerly known as Circular A-87), and by each individual staff assignment schedules.

Charter Schools: All employees listed on the Charter Schools Title I Budget Appropriation Details Form (Appendix A of the Title I Handbook, FM-6634), shall expend their time and effort servicing the Title I federally funded program, as evidenced by the completion of the Federal Time and Effort Certification Form (Appendix B of the Title I Handbook, FM-6902), and by each individual staff assignment schedules.

Additionally, each eligible Title I school must maintain in the corresponding folder of the School-level Compliance Filing System, copies of the Assignment Schedules for those staff paid with Title I funds. The Department of Title I Administration will conduct onsite visitations, at which time; the assignment schedules will be reviewed.

Moreover, for each of the periods indicated below, Principals are required to complete, sign, date, and electronically submit the Principal’s Assurance Certification of Staff Assignment (Appendix C of the Title I Handbook, FM-7560), via the Title I School-level Compliance Collaboration Site. This will allow the Department of Title I Administration to determine whether the Title I program has been charged appropriately for time spent on Title I duties by employees paid under the program.

Time and Effort Period

Deadline to Upload Assurance

July - October, 2018

Friday, November 9, 2018

November 2018 - February 2019

Friday, March 8, 2019

March - June 2019

Friday, June 7, 2019

For specific information regarding each of the six (6) sections that comprised the 2018-2019 Title I School-level Compliance Filing System, please access the Title I School-level Compliance Collaboration Site (click here).

 

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