Title I Guidelines 2014-15

Table of Contents
Overview.......................................................................................................
Required Ten Components......................................................................................
Title I Support To Schools........................................................................................
Title I Contacts.........................................................................................................
Audit Guidelines.......................................................................................................
10
Principals' Checklist.................................................................................................
11
TASK Checklist........................................................................................................
14
School Improvement Planning......................................................................
18
Evaluation......................................................................................................
19
Progress Monitoring.................................................................................................
19
Title I Schoolwide Accountability..............................................................................
20
Polk County Required Assessments........................................................................
21
Reporting.................................................................................................................
21
Highly Qualified Staff.....................................................................................
22
Attestation Forms.....................................................................................................
22
Personnel.................................................................................................................
23
Allowable Teacher Positions:...................................................................................
23
Allowable Paraprofessional Positions:.....................................................................
23
ePAFs......................................................................................................................
23
Title I Job Descriptions.............................................................................................
23
Schedules and Lesson Plans...................................................................................
23
Semi-Annual Certification/Time and Effort Logs......................................................
24
Professional Development............................................................................
25
Professional Development Plan...............................................................................
25
School Based Coaches............................................................................................
25
Parent Involvlement.......................................................................................
26
Parent Involvement Contact.....................................................................................
26
Table of Contents:
D-PAT District Parent Advisory Team......................................................................
26
Parent Involvement Plan, Summaries, & Compacts................................................
27
Annual Parent Meeting............................................................................................
28
Parent Teacher Conferences...................................................................................
30
Activities That Build Capacity with Parents..............................................................
31
Parent Involvement Professional DevelopmentActivities That Build Capacity with Staff.
32
Parent Involvement Expenditures............................................................................
33
Parent Communication Survey................................................................................
35
Right to Know Letters...............................................................................................
35
Four-Week Notification............................................................................................
36
Requirements for Title I School Websites................................................................
37
Title I Parent Information Notebook (PIN)................................................................
38
Parent Informational Resource Centers...................................................................
39
Parent Learning University for Growing! (PLUG).....................................................
40
Federal Property............................................................................................
41
Assets......................................................................................................................
41
Property Repair/Lost or Stolen.................................................................................
43
Labeling Of Federal Property...................................................................................
44
Disposal Records.....................................................................................................
45
Facilities...................................................................................................................
45
Budget...........................................................................................................
46
Eligibility and Allocation Information........................................................................
46
Expenditure Overview and Deadlines......................................................................
48
Personnel Expenditures...........................................................................................
49
Other Allowable Expenditures..................................................................................
53
Parental Invovlement Expenditures.........................................................................
54
Field Trip Expenditures............................................................................................
55
Title I Expenditure Guidelines..................................................................................
56
Table of Contents:
Purchasing...............................................................................................................
57
Procurement Card....................................................................................................
60
Sam's Club Advanced PO Guidelines.....................................................................
62
Travel.......................................................................................................................
62
Payrolls....................................................................................................................
64
Special Activity Payroll Information..........................................................................
66
GL Accounts............................................................................................................
69
Consultative Services Agreements..........................................................................
70
eAgenda Items Requiring Board Approval...............................................................
71
Other Federal Programs................................................................................
72
Title One Migrant Program Overview.......................................................................
72
Title I/VPK Pilot Program.........................................................................................
76
Parent Engagement Program..................................................................................
77
Hearth Project..........................................................................................................
78
Appendices....................................................................................................
83
Appendix A Principals' Checklist.............................................................................
83
Appendix B TASK...................................................................................................
87
Appendix C Title I SIP Attachment A Document Checklist.....................................
91
Appendix D Title I SIP Attachment B Planning Team.............................................
92
Appendix E Non Highly Qualified Attestation...........................................................
93
Appendix F Highly Qualified Attestation...................................................................
94
Appendix G Time and Effort Log Sample................................................................
95
Appendix H Semi-Annual Time and Effort Certification Form..................................
96
Appendix I Hourly Personnel Activity (PAR) Instructions.........................................
97
Appendix I Sample PAR..........................................................................................
98
Appendix J Job Descriptions....................................................................................
99
Appendix K Professional Development Cover Sheet...............................................
122
Appendix L Annual Meeting Cover Sheet................................................................
123
Table of Contents:
Appendix L 2014 Annual Parent Meeting Report.....................................................
124
Appendix M Elementary Conference Log................................................................
125
Appendix N Request for Meals Form.......................................................................
126
Appendix O Activities that Build Capacity................................................................
127
Appendix P Right To Know Letters..........................................................................
128
Appendix Q Four Week Notification Letters.............................................................
131
Appendix R Non-Cap Title I Equipment Template...................................................
132
Appendix S Surplus Request Spreadsheet Sample................................................
133
Appendix T Curriculum Planning Justification..........................................................
134
Appendix U Field Trip Justification..........................................................................
135
Appendix V - Expenditure Guidelines......................................................................
136
Table of Contents:
OVERVIEW
Title I, Part A, provides local educational agencies (LEA) resources that help children gain
a high-quality education and the skills to master Florida Standards. Title I provides
additional resources to schools with economically disadvantaged students. These
resources provide additional teachers, professional development, extra time for
teaching, parent involvement activities, and other activities designed to raise student
achievement.
The goal of Title I is to improve student achievement
through effective instruction,
professional development, and
parent involvement.
Entitlement under No Child Left Behind

Title I is an entitlement program under the No Child Left Behind Act of 2001, the latest
amendment to the Elementary and Secondary Education Act. Title I funds are intended
to provide supplemental resources to schools with concentrated poverty. The goals of
Title I are increased student achievement, particularly with the lowest achieving
students, through improved parental involvement and professional development of
staff.
Title I Plan
Schools receiving Title I funds are required to have a Title I Plan. The School
Improvement Plan, with some additions, fulfills the requirement for a Title I Plan. The
Title I/School Improvement Plan consists of a Comprehensive Needs Assessment, Goals
and Strategies for core academic areas, includes professional development and
parental involvement activities, and a budget which will demonstrate how available
funds will be used to implement the plan. Title I expenditures must align with and
support the Title I/School Improvement Plan.
Overview
5
REQUIRED TEN COMPONENTS OF A SCHOOLWIDE PROGRAM

A Title I schoolwide program shall include the following components, and these components
must be addressed in the Title I/School Improvement Plan:
1. A comprehensive needs assessment of the entire school.

2. Schoolwide reform strategies that provide opportunities for all children to meet
the States proficient and advanced levels of student academic achievement.
3. Instruction by highly qualified teachers.
4. High-quality and ongoing professional development for teachers, principals,
paraprofessionals and other staff.
5. Strategies to attract high-quality, highly qualified teachers to high-need schools.
6. Strategies to increase parental involvement.
7. Plans for assisting preschool children in the transition from early childhood
programs, such as VPK, Head Start, Even Start, Early Reading First, or a State-run
preschool program, to local elementary school programs.
8. Measures to include teachers in the decisions regarding the use of academic
assessments in order to provide information on, and to improve, the
achievement of individual students and the overall instructional program.
9. Activities to ensure that students who experience difficulty mastering the
proficient or advanced levels of academic achievement standards required shall
be provided with effective, timely additional assistance.
10. Coordination and integration of Federal, State, and local services and programs.
Overview
6
TITLE I SUPPORT TO SCHOOLS

Assurances
Each Local Educational Agency (LEA) plan shall provide assurances that the Local
Educational Agency will:
inform eligible schools and parents of schoolwide project authority and the ability of such schools to
consolidate funds from Federal, State, and local sources;
provide technical assistance and support to schoolwide programs work in consultation with schools
as the schools develop the schools plans pursuant to section 1114 and assist schools as the schools
implement such plans or undertake activities pursuant to section 1115 so that each school can make
adequate yearly progress toward meeting the state student academic achievement standards;
fulfill such agencys school improvement responsibilities under section 1116, including taking actions
under paragraphs (7) and (8) of section 1116(b).
provide services to eligible children attending private elementary schools and secondary schools in
accordance with section 1120, and timely and meaningful consultation with private school officials
regarding such services;
take into account the experience of model programs for the educationally disadvantaged, and the
findings of relevant scientifically based research indicating that services may be most effective if
focused on students in the earliest grades at schools that receive funds under this part;
work in consultation with schools as the schools develop and implement their plans or activities
under sections 1118 and 1119.
Local Educational Agency Plan
CONSULTATION Each LEA plan shall be developed in consultation with teachers, principals,
administrators (including administrators of programs described in other parts of this title), and other
appropriate school personnel, and with parents of children in the schools served under this part.
DURATION Each plan shall be submitted for the first year for which this part is in effect following
the date of enactment of the No Child Left Behind Act of 2001 and shall remain in effect for the
duration of the agencys participation under this part.
REVIEW Each LEA shall periodically review and, as necessary, revise its plan.
Overview
7
Program Coordinator
Each schoolwide project school will have a District Program Coordinator assigned who will
be responsible for reviewing and monitoring the planning, implementation and evaluation
of Title I schoolwide projects.
The Program Coordinators responsibilities include:
Interpreting federal guidelines for the program.

Interpreting and updating district program guidelines, as needed.
Assisting with monitoring program budgets and audit records.
Support with the implementation of district initiatives in the schools.
Support with the implementation of academic interventions.
School-Level Support Meetings

Program Coordinators will schedule support meetings with the Principal, and others as
needed throughout the school year. Topics for those meetings may include: School
Improvement Plan Review, Budget Review, Personnel Review, Parent Involvement,
Property, Assessment, and Audit. These meetings should be followed up by the school
administration sharing results with school staff and taking action as needed.
Title I staff will visit (scheduled and unscheduled) schools on a regular basis throughout the
year.
Support meetings may also be conducted by the Teacher Resource Specialist Trainer
(Technology) and/or Program Support Specialists (Finance personnel). Schools may request
additional assistance.
Guidelines
These guidelines are intended to inform schools about the appropriate use of Title I funds, how to access
those funds, and how to document and evaluate the implementation of the Title I Plan.
Overview
8
Title I Contacts
Contacts
Responsibilities
Phone
Extension
Rhonda Ashley
Programs
534-0647
51626
Director of Federal Programs
Allocations
Personnel
Jan Westdorp
Budget
534-0649
51628
Budget & Facilities
519-3601
58420
To Be Determined
Technology
534-0776
51636
TRST Technology
Property
Maribel Ortega
Migrant
534-0655
51632
Parent Involvement
Parent Engagement
519-3603
58422
Program Support
Evaluation
534-0791
51639
Program Support
Neglected/Delinquent
519-3600
58419
Program Support
Evaluation
534-9241
50317
534-0784
51638
Program Coordinator (North Central Area)
Program Support
Monitoring
Suzan Whitener
Program Support
534-0824
51640
Program Coordinator (Southeast Area)
Title I/School Improvement

Private Schools
519-3602
58421
Private Schools
534-9242
50318
Program Assistance Senior Technician
Mary Gardner
Program Assistance Senior Technician
Program Coordinator
Denise Atwell
Program Coordinator
Andrew Baldwin
Program Coordinator (West Area)
Tiffany Capers
Program Coordinator (North east Area)
Melissa Giffin
Program Coordinator (West Area)
Linda Vendur
Homeless
Donna Ray
Program Coordinator
Cindy Stybel
Student Assignment Specialist
Overview
9
AUDIT GUIDELINES
Introduction
Each year, records documenting the implementation of Title I of The No Child Left Behind Act of
2001 are audited, either as a self-check by district Title I personnel or as an official audit by
Title I personnel from the Florida Department of Education. In the past, official audits were
conducted on a five-year cycle; however, the DOE no longer follows this practice. The DOE has
informed counties they should be prepared for an audit which may occur at any time. If our
county is chosen for an audit, a team of auditors will come to Polk County and select a number
of Title I schools to visit. Generally, the auditors will examine the records of the current year;
however, if they visit early in the year, they may wish to see the preceding year's records. They
could legally ask to see records for the past five years. The audit will be a combination of
interviews with staff or parents (and students at the high school level) and the reviewing of
records. To facilitate the audit process and the documentation of records, Title I has developed
specific guidelines.
Responsibility
The Principal of the school is ultimately responsible for implementation of the Title I program in
the school and for documentation of the records for the implementation; however, his/her
designee may be delegated the responsibility of collecting the documentation and organizing it
for review.
Preparation
The Principal or his/her designee should inform teachers and other staff at the school of the
documentation required for audit purposes.
Maintenance
Audit documentation records are to be kept at the school for five years (in addition to the
current year). Schools will be provided a Title 1 Audit Survival Kit (TASK) as well as a school
folder on the TASK Share Server for this purpose. Technical assistance will be provided by Title I
district personnel for the express purpose of reviewing the sections of the TASK and the
documents required for audit purposes. All required forms will also be available on the TASK
Share Server.
It is recommended that schools keep records for the previous year and the current year on the
shelf at all times. All other records should be stored safely and well marked with "Title I Audit
Records" and the school year.
A Title I Guidelines Notebook will be provided for each school. The Guidelines Notebook will
also be available online.
Audit
The Title 1 Audit Survival Kit (TASK) should always be current and available for review.
Overview
10
August
PIP and Summary
Right To Know Letters
SIP
Conference Logs
Conferencing PD (during
1st semester)
SIP
June/July
Title I Budget
Monthly, as needed
PAR
Non-HQ Parent Letter
PDP Plan
Professional Dev.
Parent Workshops
Right To Know Letter
Assessments
Curriculum Planning
11
Completed
Conduct meeting with parents and finalize evaluation of and revisions to Parental Involvement Plan (PIP) and
Summary Brochure. Maintain evidence of parent input. File in Parent Involvement #2.
Distribute Right To Know Letters and Parent Guide. File documentation in Parent Involvement #9.
Review school-level data with leadership team and parents and finalize problem-solving process for 2014-15 School
Improvement planning. Maintain notifications, agendas, meeting minutes, and school sign-in sheet. File in School
Improvement #2.
Conduct PD with staff on importance of parental involvement/conferencing (within 1st Semester). Elementary
Schools: Hand out Teacher Conference Logs and develop/review Agenda(s) for Parent Conferences. File Meeting
Agenda, notes, sign-in, and hand-outs in Professional Development #2. File Parent Conference Agenda(s) in
Parent Involvement #5.
Review schools Title I Budget. Print and file The Title I Budget workbook in Budget #2.
Attend District School Improvement Meetings. Maintain notifications, agendas, and school sign-in sheet
(Attachment B). File in School Improvement #1.
Turn in monthly logs for any split-funded personnel (PARs Personnel Activity Records of monthly time and effort).
File in Highly Qualified #2.
Distribute Non-highly Qualified Letter, as appropriate. File letter and class list in Parent Involvement #9.
Develop/Review Professional Development Plan (Professional Development #1) and conduct professional
development as scheduled. Maintain meeting notifications, agendas, minutes, hand-outs, and sign in sheets. File
complete packet using PD cover sheet in Professional Development #2.
Review PIP and conduct Parent Workshops as scheduled. Maintain meeting notifications, agendas, minutes, and
sign in sheets. File complete packet using cover sheet in Parent Involvement #6.
Have copies of the Right to Know letters available in the office for distribution to parents of new students enrolling
throughout the year.
Conduct assessments as required by the District. File results in Evaluation #3.
Submit Curriculum Planning Request form at least 2 weeks prior to planning day(s). File approved form in Budget
#7 along with samples of curriculum product developed.
Activity
2014-15 Title I Principals Checklist
February March
SIP Review
Title I Budget
January
Semi-Annual Certification
Title I Survey
December
Intervention Review
Completed
November
SIP Review
October
Website/PIN verification
PI Audit Timeline
September
SIP/Title I Attachments
PIP/Summary/PIN
Annual Meeting
Parent Compacts
Schedules/Plans
Target Students
Interventions
SAC Meeting
12
Meet with Leadership Team to progress monitor the implementation of the SIP maintain agendas, meeting
minutes, sign-in sheets, and handouts. File in School Improvement #2.
Review schools Title I Budget. Last day to submit requisitions with Title I funds is March 27.
Turn in semi-annual logs (certification of time and effort) and monthly logs (PARs Personnel Activity Records of
monthly time and effort). File in Highly Qualified #2
Make Title I online survey available to parents. Survey can be incorporated into parent conferences.
Meet with Leadership Team to review assessment data and adjust interventions to meet the specific needs of
students maintain agendas, meeting minutes, and sign-in sheets. File in Evaluation #2
Meet with Leadership Team to progress monitor the implementation of the SIP maintain agendas, meeting
minutes, sign-in sheets, and handouts. File in School Improvement #2
Ensure required documentation is on the website and in the PIN notebook. File copy in Parent Involvement #8 and
send signed verification form to Denise Atwell by Nov. 1.
Complete and send the PI Audit Timeline to Denise Atwell by Nov. 1. File in Parent Involvement # 2.
Meet with Leadership Team to complete School Improvement Plan. File agendas, meeting minutes, and sign-in
sheets in School Improvement #2.
File copies of SIP and Title I Attachments A and B in School Improvement #1.
Share School Improvement Plan with staff. File meeting Agenda in School Improvement #2.
Complete and submit Parental Involvement Plan and Summary and make available to families and the community.
File in Parent Involvement #2; put copies in PIN (Parent involvement Notebook).
Hold Annual Meeting by Nov. 1 retain notifications, sign-in sheets, agendas, evaluations, and handouts. File
complete packet using cover sheet and Annual meeting Report in Parent Involvement #4.
Secondary schools: Distribute Parent Compacts. Elementary schools: Begin conducting Parent conferences using
Parent Conference Agenda. Review compacts with parents during conference.
Use data to create a list of target students for each grade level. Determine and record interventions. File in
Evaluation #2.
Collect Title I Teachers and Paraprofessionals daily schedules and a weeks plans for 1st Semester. For
Interventionists, list students served, attendance records, dates/times, etc. File in Highly Qualified # 3.
Topics to be addressed at first SAC Meeting: (Keep Agenda, sign-in, meeting notes, other evidence)
o Discuss results of 2013-14 Parent Survey (if not done last Spring) Parent Involvement #7
o Discuss PI expenditures for 2013-14 and get input and approval for 2014-15 PI expenditures (if not done
last Spring) School Improvement #2
o Discuss and approve School Improvement Plan and Title I budget - School Improvement #2
o Discuss and approve PIP and Compact. School Improvement #2
Activity
Activity
Title I Coordinators Signature: __________________________
Date: ________
Turn in semi-annual logs (certification of time and effort) and monthly logs (PARs Personnel Activity Records of
monthly time and effort) File in Highly Qualified #2.
Complete Parent conference Report by May 31. File in Parent Involvement #5.
Complete Title I Inventory. File in Federal Property #1.
Begin gathering feedback from parents about Title I Parental Involvement Plan and Parent Compact maintain
agendas, meeting minutes, sign-in sheets. File in Parent Involvement #2.
Submit Attestation form of Highly Qualified Status. (HR will send form to Principal.) File in Highly Qualified #1.
Discuss 2014 -15 Survey Results with staff. File in Parent Involvement #7
Topics to be addressed at last SAC Meeting: (Keep Agenda, sign-in, meeting notes, other evidence)
o Discuss results of 2014-15 Parent Survey; complete Needs Assessment Worksheet- Parent Involvement #7
o Discuss and get input from parents for 2015-16 PIP plan Parent Involvement #2
Collect Title I Teachers and Paraprofessionals daily schedules and a weeks plans for 2nd Semester. File in Highly
Qualified # 3.
Principals Signature: ________________________ Date: ________
May-June
Semi-Annual Certification
Parent Conference Report
Title I Inventory
April-May
PIP/Compact
Attestation Form
Review Survey Results
SAC Meeting
Completed
Schedules/Plans
13
School:
Coordinator: _____________
2014 -2015 T.A.S.K. Checklist
BUDGET
Online
eTASK
TASK
BOX
1. AllocationLetter
2. SchoolBudget(Budgetworkbook)
3. ProcurementCardExpendituresCopyofreceiptsandmonthlypurchasereportsorSee
FinancialSecretarystatement
4. SpecialActivityPayrollOrSeeFinancialSecretaryStatement
5. ConsultativeServicesAgreementsOrSeeFinancialSecretaryStatement
(IncludeContract&Reimbursementforms)
6. FieldTripJustificationFormsOrSeeFinancialSecretaryStatement
Online
eTASK
TASK
BOX
Online
eTASK
TASK
BOX
7. CurriculumPlanningJustification&ProductSamples
EVALUATION
1. School(State)AccountabilityReportshttp://schoolgrades.fldoe.org/
o
o
o
o
SchoolGrade
AMOReport
SPARReport(locatedonschoolswebpage)
DOEMidYearNarrativeReport(D&Fschoolsonly)
2. StudentsWithAcademicNeed
o PrintoutofFCATLevel1and2studentsavailableinIDEAS
o Spreadsheetoftargetstudentsateachgradelevelwithintervention(s)andprogress
o
monitoringresultslisted
(InterventionistGroups,Before&AfterSchoolTutoringPrograms,SaturdayCamp,etc.)
DocumentationofDataReviewbyLeadershipTeam,Teachers,PLCs,etc.
(ex.meetingnotes,calendarnotice)
3. AcademicAchievementResults
o
LanguageArts/Reading,Math,andScience(ResultsofDistrictRequiredAssessments)
FEDERALPROPERTY
1. PropertyLists
o
o
o
o
Listof$750andabove(signedcopyofcompletedspreadsheet)
Listof$250$749(signedcopyofcompletedspreadsheet)
Listof$249andbelowdurablegoods(maintainedbyschool)
Portables,ifapplicable
2. DisposalofProperty
o
o
Records__CapAssets__NonCapAssets__<$250Durable__Surplus/Transfer
Procedures(seeGuidelinesNotebook,FederalPropertySection)
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School:
TITLEIPERSONNELHighlyQualified
1. AttestationFormPrincipalwillreceivefromHRinApril/May.
2. SemiAnnualCertificationforallTitleIpaidpersonnel
o
o
Online
eTASK
TASK
BOX
___AugustDecember___JanuaryJune
MonthlyPARReportsforallsplitfundedpersonnel,ifapplicable
Online
eTASK
TASK
BOX
1. ProfessionalDevelopmentPlan(PDP)PlanshouldalignwiththeSIPandPIP.
2. ProfessionalDevelopmentCoreAcademicsorParentInvolvement
eTASK
TASK
BOX
3. Schedule&LessonPlansforallTitleIpaidpersonnel
o
o
o
Schedules(Dailyorweekly,asappropriate)
Interventionist(s)listofstudentgroups/times/attendance
Oneweeksplans/journalforeachsemester
_____1stSemester____2ndSemester
PROFESSIONALDEVELOPMENT
(includeALLPDschoolbasedPD,DistrictPD,OffCampusPD)CreatepacketsusingthePDcoversheet.
PDwithSchoolStaffemphasizingParentInvolvement/conferencing
Include.agendas,notes,minutes,signinsheet
3. LEATechnicalAssistance(TitleIMeetings)
o
o
o
BudgetMeetingforSecretaries
TitleImeetingsReminder,Agendas,MeetingNotes
OtherTechnicalAssistance(emails,packets,etc.)
SCHOOLIMPROVEMENT
1. SchoolImprovementDistrictTechnicalAssistance
o
o
o
Notification(asappropriateforyourschool)
Agenda
CompletedSIPw/TitleIAttachmentsAandB
ComprehensiveNeedsAssessmentisembeddedintheSIPTemplates.
2. SchoolImprovementSchoolbasedmeetings
SIPTeammeetings(includingparents)
o SIPmeetingnotification,agenda,minutes,andsigninsheets
FallSACMeeting(includingparents)
o SACmeetingnotification,agenda,minutes,andsigninsheets
o MinutesfromtheFallSACmeetingshouldincludespecifically:
WhentheSIPwasdiscussedandapprovedataSACmeeting
SpendingauthorizationsofTitleIbudgetapprovedfromSAC
ParentinputonParentInvolvementexpenditures
ApprovalofPIPandCompact
SIPpresentedtoStaff
o WhenwastheSIPpresentedtostaff?FiledatedAgenda.
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School:
Online
eTASK
PARENTINVOLVEMENT
1. DistrictParentInvolvementPlan&Summary
o
DistrictParentInvolvementPlan
DistrictPIPSummaryEnglish/Spanish/HaitianCreole
2. SchoolParentInvolvementPlan&Summary
o
ParentInvolvementPlan
o
o
o
o
Copyofpeerreviewof1415Plan
TechnicalAssistance/GuidancepaperfromLEA
Evaluationof1314Plan
Activity(#2)EvaluateActivitiestoBuildCapacity
PIPSummary(Brochure)English/Spanish/HaitianCreole
TASK
BOX
PIAuditTimelineforPlP/Summary&Compact(signedcopy)
TheSchoolsplan,
summary,and
compactcanbe
foundonthe
schoolswebsite
andintheParent
Involvement
Notebooklocated
inthefrontoffice.
(SendsignedcopytoDeniseAtwellbyNov.1)
o
o
EvidenceofParentInputforthePIP(mtg.agendas,signinsheets,evaluations,surveys,
minuteswithspecificinput,etc.)
DistrictParentAdvisoryTeamMeetingfor20152016(Invitation,Agenda,SchoolSignin
sheet)
3. SchoolParentStudentCompact
o
CompactEnglish/Spanish/HaitianCreole
o
o
o
Peerreview
TechnicalAssistance/Guidancepapers
Evidenceofparentinputonwriting/revisingthecompact
4. TitleIAnnualParentMeeting(holdbyNovember1)
o
o
o
AnnualMeetingPacketwithcoversheet(includeevidence/documentation)
TechnicalAssistanceandGuidancePaperforplanningAnnualParentMeeting
AnnualParentMeetingReport
5. ParentConferences(Minimumofonerequiredattheelementarylevel/optionalforsecondary)
o
Conferencereport
IndividualTeacherConferenceLogs
Agenda(s)forparentconferencerequiredforelementarylevel
o Phoneand/orconferencelogIFthereisaTitleIpaidParentInvolvementPara
6. ActivitiestoBuildCapacityforEffectiveParentInvolvement
o
ParentAcademicWorkshopsMin.twoperyear(Standards,Technology,Testing,
Graduation,GradeExpectations)
Usetheformcoversheettomakeapacketforeachactivity.
1. _________________________________2._________________________________
Other:
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School:

7. ParentSurvey
o
SchoolParentSurveyResults____1314results____1415results
SACmeetingDiscuss201415SurveyResults
____Agenda,Minutes,Evidenceofinput
____ParentInvolvementNeedsAssessmentWorksheet
____Evidence/suggestionsofhowinformationwasusedtoplanparent/familyevents
StaffmeetingDiscussSurveyResults
____Agendaandevidenceofdiscussion/inputofresults
8. ParentCommunication
ParentInformationResourceCenter(PIRC)andParentUniversity
SchoolWebsite/ParentInvolvementNotebook(PIN)
o
o
_____Verificationformwithprincipalssignature(SendcopytoDeniseAtwellbyNov.1)
SchoolNewsletterswithTitleIinformationandparenttips
Otherdocumentation(i.e.SACmeetings,PTA/PTO/parentcommittees,parentnights,bookfairs)
9. RighttoKnow(RTK)
o
o
CopyoftheRTKletterEnglish/Spanish/HaitianCreole
DistrictParentGuide(LocatedwithinParentCodeofConduct)
TheDistrictGuideissenthometoparentsatthestartoftheschoolyear.
NonhighlyQualifiedLetter(4WeekNotificationLetters)
o
o
TheRTKletterand
ParentGuideare
locatedonthe
schoolswebsite
andinthePIN
Notebook.
Noteacherswereout4+weeks.(Ifnone,pleaseaddastatementtoyourfile)
____Copyofletter(s)sent____Classlist(s)showingstudentswhoreceivedtheletter
Principal_____________________________________Date___________________
TitleICoordinator______________________________Date:_________________
NOTES:____________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
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SCHOOL IMPROVEMENT PLANNING OVERVIEW
The comprehensive plan shall be developed with the involvement of parents and other members
of the community to be served and individuals who will carry out such plan, including teachers,
principals, and administrators and, if appropriate, pupil services personnel, technical assistance
providers, school staff, and, if the plan relates to a secondary school, students from such school.
ESEA (section1114)
The School Improvement Plan (SIP) serves as the Title I plan for Polk Countys Title I schools.
Title I provides Technical Assistance in collaboration with the office of Assessment,
Accountability and Evaluation to ensure that all SIPs are aligned with the Districts Improvement
and Assistance Plan and Strategic Plan and include the required elements of all Title I
schoolwide programs.
The most effective school improvement planning processes involve a continuous cycle of
setting program goals, completing strategic activities, monitoring the progress towards
achieving the goals, and evaluating the effectiveness of the implemented strategies. Significant
input by all stakeholders is required in all stages of the SIP development and should be
documented via meeting notices, sign-in sheets, agendas, and minutes.
All Polk County Public Schools, Title 1 and Non-Title 1, will be required to complete a
School Improvement Plan in The Continuous Improvement Management System (CIMS),
formerly known as SIP Online. The LEA will provide technical assistance for the completion of
the template which is located at www.flsiponline.com.
Attachment A Title I SIP Document Checklist can be found in Appendix C

Attachment B Title I SIP Planning Team can be found in Appendix D
All Title 1 schools must send- a copy of their plan, along with the two completed documents
listed above, to their assigned Program Coordinator by November 3, 2014.
School Improvement
18
TITLE I PROGRAM EVALUATION

The Title I school improvement planning and evaluation process continues throughout the
school year. Current state accountability data collected district-wide is made available to
schools and teachers in IDEAS. Both at grade levels and school-wide, schools analyze these and
other data early in the school year to determine changes needed in the schools current School
Improvement Plan. The state accountability data are described in the Title I Local Education
Agency Plan.
Progress Monitoring
All schools receiving Title I funds must administer scheduled progress monitoring assessments.
The resulting data will allow schools to adapt curriculum and instruction to meet student
achievement needs throughout the year.
Title I law requires:
Section 1114 (b)(1)(I)
Activities to ensure that students who experience difficulty mastering any of the standards during
the course of the school year shall be provided with effective, timely additional assistance by:
(A) ensuring that students difficulties are identified on a timely basis and providing
sufficient information on which to base effective assistance;
(B) feasible, periodic training for teachers in how to identify such difficulties and to provide
assistance to individual students; and
(C) conducting teacher-parent conferences, at which time the teacher and parents shall
discuss
what the school will do to help the student meet standards;
what the parents can do to help the student improve the students performance; and
additional assistance which may be available to the student at the school or
elsewhere in the community.
Evaluation
Page 1
19
Title I Schoolwide Accountability

Section 1116(a)
(1) IN GENERAL.Each local educational agency receiving funds under this part shall (A) Use the State academic assessments and other indicators described in the State plan to
review annually the progress of each school served under this part to determine whether
the school is making adequate yearly progress as defined in section 1111(b)(2);
(B) Use any academic assessments or any other academic indicators described in the local
educationl agencys plan and to review annually the progress of each school served
under this part to determine whether the school is making adequate yearly progress.
(C) Publicize and disseminate the results of the local annual review described in paragraph
(1) to parents, teachers, principals, schools, and the community so that the teachers,
principals, other staff, and schools can continually refine, in an instructionally useful
manner, the program of instruction to help all children served under this part meet the
challenging State student academic achievement standards.
(D) Review the effectiveness of the actions and activities the schools are carrying out under
this part with respect to parental involvement, professional development, and other
activities assisted under this part.
Upon receipt of updated information pertinent to the School Improvement Plan, the school
should examine the state academic assessment data to determine any modifications which
may be necessary. New information may include, but is not limited to:
The schools achievement test results and AMO status for identified subgroups
Standardized and norm-referenced test results
Perception surveys from staff, parents and/or students
Research studies pertaining to the areas needing improvement within the school
Evaluation
20
Polk County Required Assessments

Schools must administer all district-wide assessments during the testing windows as indicated
on the Polk County Schools Assessment and Accountability Calendar. Common assessments are
used for Reading, Math, Writing and Science within specified grade levels. These Polk County
assessments will serve as ongoing assessments to meet the requirements of Title I law. These
assessments are used along with other school-wide developmentally appropriate
assessments/observations for monitoring the progress of students.
Reporting
Title I schools are required to monitor student progress according to district requirements. All
schools gather data on student progress at each grade level to document compliance with
NCLB/Title I requirements for ongoing progress monitoring. Additionally, each school must
maintain a report of all data that is aligned with the goals in the Title I School Improvement Plan
to be reviewed at all levels (classroom, grade, and school) after each test administration
interval. Those data reports must be filed in the TASK Evaluation Folder. As the data is
disaggregated and analyzed, deficiencies are addressed, and that information is used to adjust
instructional planning.
Evaluation
21
HIGHLY QUALIFIED STAFF

Title I schools are required to be staffed by highly qualified teachers and paraprofessionals. The
Polk Human Resources Department (HR) reviews the qualifications of staff to determine highly
qualified status. If an employee is given an assignment for which he/she is not qualified, Human
Resources will provide information to that individual as to what is necessary to become highly
qualified. Title I funds are available to assist teachers with coursework/certification costs of
becoming highly qualified, after the requirements have been met.
Attestation Forms
Annually, the principal of each Title I school must certify that all teachers and all
paraprofessionals in the school are Highly Qualified.
The Principal Attestation form is sent by HR to the principal of each Title I school. The Principal
signs the form, ensures that the copy is filed in the TASK, and then sends the original back to
the Title I Office to become part of the audit documentation. Title I law requires that a copy be
kept at the school and at the district level.
(Two SAMPLE Attestations, HQ and non HQ, have been included in this section-HQ 004 and HQ
005 and in Appendix E and F)
Highly Qualified Staff
22
Personnel
The positions listed below are the only positions that Title I schools can use when hiring
employees who will be funded by Title I.
Allowable Teacher Positions:
Classroom Teacher
Network Manager Teacher (with prior approval)
Intervention Teacher (Reading, Math)
Media Specialist
Guidance Counselor
E2020/Edgenuity Teacher
School Psychologist (with prior approval)
Coach (Reading, Math, Science, Literacy)
*Schools are encouraged to hire Intervention Teachers to support areas of academic need.
Allowable Paraprofessional Positions:
Paraeducator (PA1) Basic Classroom (Instructional)

Paraeducator (PA1) Parent Involvement
Paraeducator (PA2) Media, Network Manager
Paraeducator (PA2) Computer Lab (Instructional)
ePAFs
See Budget Section
Title I Job Descriptions

An overview of the various jobs and their responsibilities is provided in Appendix J. These are to serve as
a general guide and are not intended to replace the Board-approved Job Descriptions. For questions
regarding Job Descriptions, contact your Title I Coordinator. Board-approved Job Descriptions can be
found on the Polk County Schools Website:
http://www.polk-fl.net/staff/employeeinfo/hrs/jobdescriptions/default.asp
Schedules and Lesson Plans

Title I paid staff are expected to keep schedules, lesson plans, and records of student
attendance/progress. Schedules and samples of lesson plans must be collected from each Title
I paid employee and reviewed by the Title I Coordinator. School administrators should review
these plans on an on-going basis.
23
Semi-Annual Certification/Time and Effort Logs

100 Percent Title I Funded Employees: For employees who are expected to work solely on a
single Federal program or cost objective, charges for their salary will be supported by periodic
certifications that the employee worked solely for that program for the period covered by the
certification. The certification will be prepared at least semi-annually (in January and June) and
will be signed by the employee and the supervisory official having first-hand knowledge of the
work performed by the employee. Two different versions of this certification may be used. If a
Title I paid employee resigns their position mid-semester, an individual certification form must
be completed by school personnel. Otherwise, a Semi-Annual Certification Report including all
Title I paid employees will be sent to you from the Title I office near the end of each semester.
(Further implementation information can be found in the Budget Section. See Time and Effort HQ 006 and Time and Effort Semi-Annual Certification documents -HQ 007 or Appendix G and
H)
Split Funded Employees: Staff in Title I schools that are split-funded, or are paid from two
funding sources, are required to keep daily time and effort logs to document how their time is
spent. For example, if a school receives .5 Media Specialist unit from the district, the school
might decide to add .5 unit from its Title I budget to have a full-time Media Specialist. That
person would be split-funded and would be required to keep time and effort documentation.
The time and effort log must be kept daily and submitted monthly to Title I for analysis to prove
that an employee is spending the designated amount of time on the federal program from
which he/she is being paid.
(Further implementation information can be found in the Budget Section. See PAR directions
and sample HQ 008 and HQ009 and Appendix I )
24
PROFESSIONAL DEVELOPMENT GUIDELINES

Professional Development Plan
The Local Educational Agency (LEA) shall:
ensure that each school implementing a Title I program devotes sufficient resources to effectively carry out high
quality and ongoing professional development for teachers, principals, and paraprofessionals and, if
appropriate, pupil services personnel, parents, and other staff to enable all students to meet the state's
academic achievement standards; and
coordinate Title I, Part A programs with Title II, Part A to provide professional development for teachers and
principals, and if appropriate, pupil services personnel, administrators, parents, and other staff, including LEA
level staff.
Sections 1112 (b)(1)(D); 1114(a)(4) and (b)(1)(D); 1115(e)(3), P.L.107-110; 34 CFR, Part 200
Professional Development/Learning should be planned using the results of the needs assessments of individual schools
and information received through data analysis of test results
Show calendars or a plan of what PD is scheduled to take place at your school.

Include the PD section from your SIP.
All PD should reflect the goals in your SIP plan and show a funding source.
PD must be supplemental and support core academic instruction or Family Involvement.
PD must have approval from a District Curriculum Contact and Regional Assistant
Superintendent.
School Based Coaches

All school based coaches will be responsible for providing documentation for each professional development
opportunity.
* See Title I Professional Development Cover Sheet available in Appendix K
Professional Development
25
District Parent Involvement Mission Statement

District and School-based Title I Parent Involvement Programs in Polk County will strive to BUILD
RELATIONSHIPS to create real family engagement for every child, every family, every teacher, every day.
Parent Involvement Contact

Title I schools are strongly encouraged to have a parent involvement contact (Interventionist, Parent
Involvement Para, or other staff) to help manage the Title I program and to be a resource to teachers.
The parent involvement contact will help with Activities that Build Capacity for parental involvement.
*See Appendix J for Title I paid job description for parent involvement para.
D-PAT District Parent Advisory Team

Spring
District Parent Involvement Coordinator holds six area/regional parent meetings. Each school is asked to send their
Parent Involvement Para or PI contact/Interventionist with two or three parents.
Agenda:
Parent survey of District Plan and Summary
PowerPoint: Planting the Seeds for the future: parent involvement
Working together-teambuilding activity
Title I funding
What Title I funding is used for
Role of parents
Parent Involvement Plans & Summaries
Parents have the Right to Know
Epsteins six keys to successful school-family-community partnerships
School Teams-work session
Activity 1: Discussion questions for teams
Activity 2: Evaluation of Activities that Build Capacity from current school year
Activity 3: Planning Activities that Build Capacity for the new school year
Activity 4: Planning a successful activity that builds capacity
Fall:
Parents who asked to participate on the D-PAT are mailed a copy of the Districts PIP, a copy of a parent friendly rubric
and an invitation to attend a meeting to revise the plan.
A meeting is held to discuss the current District PIP and make any changes and/or revisions to the plan.
Parent Involvement
26
Parent Involvement Plan, Summaries, & Compacts

Parent Involvement Plan (PIP):
Title I law requires the district and each Title I school to have a Parent Involvement Plan. These plans must be
developed with input from parents and should outline the district/school plans for parent involvement activities,
workshops, academic nights, etc., during the following year.
Summary/brochure of Parent Involvement Plan:
The district and school must have a copy of the complete plan available for review by parents. A summary of the plans
must be sent home, in backpacks, US mail or via email, to each family annually. The summary must be translated into
appropriate languages for the target audience.
School Parent Compact
Every Title I school must have a school/parent compact that details what the parents are expected to do and what the
parents can expect the school to do to help students achieve and be successful in school. The compact is distributed to
each family annually. Parents are encouraged to sign the compact and return a copy to the school.
District Area Parent (D-PAT) meetings are held in MARCH to review the current years PIP and make recommendations for the new PIP. A
meeting is held in the Fall to review the new PIP.
School parent meetings. Each Title I school holds two parent meetings (March-May) to review their current Plan/Summary/Compact and
begin to write the new ones for the upcoming school year. A sign-in sheet, an agenda, and minutes of the meeting are required for audit
purposes.
Technical Assistance is provided by the Title I parent involvement coordinator and staff to review the new versions of the summaries and
compacts. Technical Assistance is also provided to schools to complete their PIP and provide assistance with uploading the information to
the state DOE website.
The Title I parent involvement coordinator will provide a timeline for completing the plans, compacts and summaries.
Technical assistance by the Title I staff is offered throughout the process until completion.
The school compact and summary should be provided in other languages depending on the student population. Printed
copies should be distributed to parents by the first report card and must be discussed at the Annual Parent Meeting.
The District and School Parent Involvement Plans should be posted on the school website and be available in the front
office of every Title I school. The District Parent Involvement Plan will also be posted on the District Title I website.
For documentation purposes schools should keep for their TASK:
Plan/summary
Timeline (which includes date of distribution to parents)
Agenda, minutes and sign in sheets (from when SAC or other stakeholders developed the plan)
Parent Involvement
27
Annual Parent Meeting

Title I schools must have an Annual Meeting to give parents information about Title I, including
requirements and benefits. This meeting must be held by November 1. If this meeting is held in
conjunction with Open House, the meeting should be advertised as Annual Meeting/Open House
and Title I must be listed as an item on the meeting agenda. Our Goal is to show an increase (over
the previous year) of attendance (students represented) at the Annual Meeting.
The law: Section 1118, P.L. 107-110
Convene an annual meeting, separate from other meetings, to inform parents of the schools
participation under Title I, Part A, and explain the requirements of Title I and their right to be involved.
Schools must offer a flexible number of meeting dates/times.
Notify parents of the curriculum being used, how student progress is measured, and the expectation
of students to meet proficiency standards.
Notify parents of the state assessments their children are expected to take, what they are expected to
achieve, and the implications of assessment results.
Inform parents of their opportunities to provide input on their childs education.
1.
Schools must offer a flexible number of meetings at convenient dates/times for parents to attend.
Parents must be notified of this meeting in a timely fashion and using several means of communication. EXAMPLE:
flyers, Connect Ed, school marquee, website, email, student made invitations, etc.
2.
This meeting should be informational and include: (PowerPoint) What is Title I? or the video clip provided from
the Title I department, parent involvement funds, district and school parent involvement plans and compact,
Parents Right to Know, PIRC, and other Title I information.
3.
Schools should plan ways to encourage parents to come to the Annual Meeting and utilize resources to overcome
barriers. EXAMPLE: offer transportation, childcare, food, translators, etc.
4.
Schools should distribute their summary brochure at the meeting. Schools should reference the school compact as
well as offer other resources and materials. All information should be available in other languages.
5.
Schools must collect documentation: notification of meeting, agenda, sign-in sheets evaluations, and any other
resources/materials given to parents at the meeting. Please use the cover sheet and attach all required
documentation. This information should all be scanned together as one file for your Annual Parent Meeting.
6.
Schools should gather input from parents to effectively plan their Annual Parent Meeting. Parent input about the
meeting should be gathered via evaluations or some other format.
7.
Schools will complete an Annual Parent Survey with Principals signature at the completion of their Annual Parent
Meeting.
Parent Involvement
28
Annual Parent Meeting

For documentation purposes, schools should keep for their TASK:
USE COVER SHEET and attach documentation.
A copy of their Annual Meetings notification to parents

An agenda
Sign-in sheets
Evaluations
Resources given to parents (i.e. brochures, information, etc.)
A copy of the power point presentation if shown
Meal form (if applicable)----you may serve light refreshments
A copy of the Annual Meeting Report
(All documentation should be filed in TASK-Parent Involvement under Annual Parent Meeting)
Forms are available in the TASK HUB Share under Parent Involvement-Annual Parent Meeting.
*See Appendix L for samples of the Annual Parent Meeting TASK Documentation and Annual
Parent Meeting Report
Parent Involvement
29
Parent Teacher Conferences

All Title I elementary schools (middle/high school optional) are required to have at
least one annual parent conference.
Schools should make every attempt to have at least one face to face conference. In some cases, that may not
be possible, so a phone conference could be substituted.
It is required that the school-parent compact be referenced at elementary parent conferences.
Teacher Conference Logs: Teachers should keep a record (phone conference log) of parent phone calls
documenting that a face to face conference was not possible. Conference Logs: Only classroom teachers
should be counted on the Conference Log report as each child can only be counted once in the enrollment
count. (See Sample below). The Conference Logs should be filed in the TASK box as audit documentation of
face to face parent conferences.
Conference Agenda: Schools should design a school or grade level agenda for teachers to follow at the
conference. Elementary schools must include referencing the school compact on the agenda.
A School Parent Conference Report will be compiled from the parent conference logs and will be due at the
end of the school year. Original report with Principals signature gets filed in the TASK Box. (See sample)
KEEP FOR TASK: Agenda, Individual Teacher Conference Log (Original copy with signatures stays with TASK
on file for five years), and School Parent Conference Report. Teachers should keep copies of their
conference notes.
*Remember:
Only count one contact per student even if a parent comes in for more than one conference. The report asks for the
enrollments/# of face to face/# of telephone conferences.
A face to face conference is preferred. By May the goal is 100% conferences.
EXAMPLE: 10 students enrolled = 5 face to face +
2 telephone conferences + 3 no contact
Documentation should be filed in TASK under Parent Involvement Conference Logs)

* See Appendix M for samples of the Parent Conference Log and Parent Conference Report
Parent Involvement
30
Activities That Build Capacity with Parents

Activities provided to parents in parent workshops must build capacity, or give parents the tools and
resources necessary to help their child at home in order to raise student achievement. These
activities should be outlined in the Schools PIP.
All workshops given for building capacity with parents should be focused on:
Florida Standards.
Academic assessments, State Testing, Monitoring of student progress, proficiency levels.
How to help parents and educators work together to increase student achievement.
Transition activities from grade to grade, graduation requirements, grade level expectations.
Parent meetings and workshops must be offered at flexible times to allow opportunities for all
parents to participate. One strategy is to offer meetings around dinner time and to serve a light
meal to encourage attendance.
If a light meal is going to be provided, a Request for a Title I Meal form must be submitted for
approval to your Program Coordinator prior to the event. (See Appendix N for sample Request for
Title I Meal form)
For audit purposes, the school should keep as documentation for each:
Activities that Builds Capacity: meeting and/or workshop:
USE FORM:
A notification or invitation to parents of the workshop/meeting
Agenda (a description of this activity should be included)
Sign-in sheet, evaluation
Resources: any hand-outs, brochures, letters, etc.
A meal form if applicable (Appendix N)
Evaluation Samples
All Forms can be found in the TASK HUB under Parent Involvement and in Appendix O.
(All documentation should be filed in TASK under Parent Involvement Activities that Build Capacity.)
Parent Involvement
31
Parent Involvement Professional Development

Activities That Build Capacity with Staff
Schools are required to train staff on how to encourage meaningful family engagement. This can
take place through faculty meetings, staff development workshops, PLC activities, and/or book
studies. Documentation through agendas, sign in sheets, notes etc. should be kept in the TASK box.
These activities should be outlined in the Schools PIP.
Example topics include but are not limited to;

Creating Family Friendly Schools
Effective Parent Conferences
Building Ties Between Home and School
Engaging Families in Student Learning
Diverse Cultures
Parents as Volunteers
Helpful Homework Tips
Parent Involvement research based resources include, but are not limited to;
Beyond the Bake Sale by Anne Henderson

101 Ways to Create Real Family Engagement by Steve Constantino
The Parent Connection by Dr. Joni Samples
School, Family, and Community Partnerships by Joyce Epstein
A Framework for Understanding Poverty by Ruby K. Payne
The National PTA Standards for Family School Partnerships
Educational Leadership Magazine, Schools Families Communities ASCD May 2011/Vol. 68.
No 8.
Each Title I school has a copy of these resources with the exception of the School, Family, and
Community Partnerships by Joyce Epstein.
Parent Involvement
32
Parent Involvement Expenditures

Each school has a required minimum to spend on parent involvement. This amount can be found
on the schools allocation letter. The Title I budget and the required parent involvement
expenditures should be discussed with the SAC and other stakeholders and recorded in the SAC
minutes for audit purposes.
Copy of the SAC minutes showing approval of Parent Involvement Expenditures
Spending Parameters
The following information is a guide of allowable and non-allowable expenditures as long as the
expenditure you request is part of your PIP-Parent Involvement Plan. This being said, merely
selecting from the allowable category is not evidence of a plan.
Begin with the end in mind! PLAN first; expend second and when you expend stay within the
allowable area. Schools should adopt the following sequence when developing a PIP. Expenses
need to support this plan and will be more likely to be legitimate PI expenses and allowable.
1. Conduct a needs assessment of your parents and make meaningful involvement activities in
education efforts on behalf of their children. Evaluate success in terms of how it will impact
student achievement.
2. Develop strategies to improve the present level of parent involvement and work to overcome
barriers. Concentrate on the number of students you have represented at the activities and not
the total number in attendance.
3. Develop a budget to support your strategies. Remember some parent involvement activities
cant be supported with Federal Title I funds but you can use other funding sources:
Example: PTO, business partners, community support, fundraisers.
Parent Involvement
33
Parent Involvement
Allowable
Non-Allowable
Parent Workshops
(If funds are needed, another funding source must be used)
Core Subjects: Reading, Math, Science, Writing & SS

Florida Standards
Academic Assessments: State Assessments, Discovery, EOCs,
Graduation requirements.
Monitoring student progress
Technology for parents (parent portal)
Graduation Requirements
College & Career Readiness

Transition activities with academic focus: (PreK-K) (Elem to MS)
(MS to HS) (HS to work force/career/college)
Parenting or Motivational workshops/materials

Other Federal Titles:
ESE, ESOL
No AP/Honors/IB/Gifted/STEM/STEAM
Kindergarten Round-up (unless a parent academic workshop
is presented)
PTA or SAC meetings
Musicals or Plays
Communication
Refreshments
Food
Incentives
Extras
Personnel
Costs associated with parent workshops: such as consultants,

printing notices, newsletters, postage, workshop materials and
supplies, childcare, translation
Parent Involvement Para

*See job descriptions provided in this Guideline book.
Childcare
Transportation for Parents (Must complete Field Trip Justification
Form)
Coding a person on your staff to PI when that person clearly

has duties that are clerical (such as calling parents regarding
attendance, checking uniforms) or other duties that do not
impact your plan.
Deans, ISS, MTSS.
Gifts, gift cards, movie tickets, lottery tickets, door prizes,
decorations, flowers,
Support for student recognition activities,
plaques and trophies.
Individualized Parent Transportation (Taxi service)
Refreshments and/or light meals that have been approved by

your coordinator 2 weeks PRIOR to a parent academic
workshop.
Light Snacks: cookies, brownies, chips , doughnuts
Light Meal: for parents who attend an academic parent
workshop that takes place during a meal time (slice of pizza/hot
dog/sub/chips, etc.)
Light meals and/or refreshments for NON-approved

workshops.
Food and or refreshments for students and/or staff at
workshops and meetings
Decorations/tableware (keep generic)
Deli trays and bakery sheet cakes
Costs associated with Conferencing: Teacher payroll (if after

contract hours)
Marquees
Professionally made signs
Slogan banners
Engraved invitations
Costs associated with parent communication such as printing

newsletters, postage, translations, interpreters, etc.
Student agenda planners: If there is information for parents in

the planner.
Costs associated with developing and supporting a parent
resource room/center: printed materials, books, periodicals,
subscriptions, pamphlets, take home books and materials.
Parent Involvement
34
Parent Communication Survey

Every Title I school will participate in a Parent Survey. This survey will be made available to every
parent annually and the results are tallied and returned to the school.
Schools should share these results with their SAC and other stakeholders. The results will be used as
part of the schools comprehensive needs assessments for school improvement planning.
The results of these surveys should be shared with staff and the results discussed. Schools should
look at areas of strength and areas of concern to help with school improvement planning.
Copy of the school survey results for the current year.
SAC or Parent meeting where you have discussed the results
o Agenda from the meeting
Date of meeting_____________________
o Minutes from the meeting showing where the results were discussed.
TASK: File in Parent Involvement under Parent Communication Survey
Right to Know Letters

Title I law says that parents have the Right to Know the qualifications of teachers and
paraprofessionals working with their children. Parents must be informed of their Right to Know
annually. A letter is provided by the district to satisfy this requirement.
Parents have the right to ask the school for and receive information on staff qualifications. Schools
should respond to any request received in a timely manner. Parents receive this letter from LEA
prior to the start of school. Schools should copy and send this letter home with orientation
materials. A copy of this letter must be available on the schools website and in the PIN notebook.
*These letters will be located in the schools eTASK folder under Parent Involvement >> Right to
Know and in Appendix P.
(A copy of this letter, along with information about the date and method of distribution, should
be filed in the schools TASK under Parent Involvement Right to Know.)
Parent Involvement
35
Four-Week Notification
The federal No Child Left Behind law requires that Title I schools inform parents if their child is
assigned a teacher for four or more consecutive weeks who is not considered to be Highly Qualified
as defined by the federal law.
The federal law defines a Highly Qualified teacher as one who is: fully certified and/or licensed by
the state; holds at least a bachelors degree from a four-year institution; and demonstrates
competence in each core academic subject area the teacher is assigned to teach. Core subject areas
include: English, reading, language arts, math, science, foreign languages, civics and government,
social studies, economics, arts, history, geography, and kindergarten through Grade 6 (K-6).
The letter must be sent home to parents of every child in the class being taught for four consecutive
weeks by a not Highly Qualified teacher. This letter may be sent home in a backpack.
*Four-Week Notification letters can be found in Appendix Q.
1. NOTICE TO PARENT: (Four Consecutive Weeks Not Highly Qualified Teacher)

2. NOTICE TO PARENT: (Notification that Highly Qualified Requirements have been met)
3. NOTICE TO PARENT: (Four Consecutive Weeks Substitute Teacher)
4. NOTICE TO PARENT: (Four Consecutive Weeks Substitute Teacher in a Vacant Position)
5. NOTICE TO PARENT: (Notification that substitutes in vacant position has been replaced by HQ teacher.)
6. NOTICE TO PARENT: (Notification that the HQ Teacher on leave has returned to work and the long term
substitute has been released

Copy of the letter that was sent out (must be dated)
A copy of the class list or roster w/the names of the students who received the letter.
(FILE in TASK under Parent Involvement Four Week Notification)
Parent Involvement
36
Requirements for Title I School Websites

By November 1
On Schools Main Website Page-(Link to Schools Title I page)

1. On Schools Title I page add a Link to District Website
(Main Page) http://www.polk-fl.net/default.aspx
2. Link to District Title I Page http://www.polk- fl.net/districtinfo/departments/learning/title1/default.htm
3. District Parent Involvement Plan

http://www.polk-fl.net/parents/involvement/documents/PIP_14-15.pdf
4. District Parent Involvement Plan Summary -- English, Spanish, Haitian-Creole
can be found at this link please create links directly to the documents
http://www.polk-fl.net/parents/involvement/titleone.htm
5. School Parent Involvement Plan- Please include the Assurances signed by

the Principal with your Plan when it is put on the website.
6. School Parent Involvement Plan Summary English, Spanish, Haitian-Creole
7. School Parent Compact English, Spanish, Haitian-Creole
8. Right to Know Letter- English, Spanish, Haitian-Creole
9. Information on Parent Information Resource Centers (PIRC) (add link from
the District Website)
10. Parent Learning University for Growing (PLUG) (add link from the District
Website)
Parent Involvement
37
Title I Parent Information Notebook (PIN)

Please keep the notebook in the front office where parents have easy access to it.
The following items should be included in this notebook.
(notify parents of the availability of the PIP, SIP and SPAR report)
1. School Improvement Plan

2. School Parent Involvement Plan & Summary Brochure. (PIP with
Principals Signature)
3. District TITLE I Parent Involvement Plan & Summary. (PIP with
Superintendents Signature).
4. Parent-Student-School Compact
5. School Data/School Grades
6. School Public Accountability Report (SPAR)
7. Parent Survey Results
8. Parent Guide/Code of Conduct.
9. Right to Know Letter (All Languages)
10.Parental Information Resource Center (PIRC)
11.Parent Learning University for Growing (PLUG)
Parent Involvement
38
Polk County Schools

Title I-Regional
Parent Informational Resource Centers
& Parent University
Goal of the parent centers
Our goal is to educate, equip, and partner with our students and their support systems by offering a wide variety of relevant and
effective programs and resources that will make a positive impact on the individual and the community. By building strong parentlearning communities we will increase student achievement in our schools.
For the 2014-2015 school year there will be four regional Parent Resource Centers.
West
@
Sleepy Hill Elementary
Northeast
@
Garner Elementary
Southeast
@
Frostproof Elementary
North Central
@
Combee Elementary
Who can come to the center?

All parents of students who attend a Title I school. Parents are welcome to visit and take part in the workshops and to check out
materials to help their child at home with academic skills.
What will the centers offer?
Workshops and classes will be offered to parents as part of our Parent University.
The centers will house a variety of information and resources for parents from local businesses and community
organizations within Polk County.
There will be materials for grades PreK-12th for parents to check out in the content area of reading, writing, math, and
science.
The centers will house a professional library of parent resource books.
The center will have two computers for parent use.
All materials will be available in English and most in Spanish. Haitian Creole will be offered if available.
All materials will be linked to our curriculum in Polk County and based on the Florida Standards.
Parent Involvement
39
Parent Learning University for Growing! (PLUG)

Polk Parent Learning University for Growing (PLUG) is a collaborative
community effort led by Polk Countys Title I department and other parent
involvement contacts within the school district to help parents become
full partners in their childrens education.
Parent University is a partnership with community agencies and
organizations to offer free courses, and family events and activities that
will equip families with new or additional skills, knowledge, and resources.
Workshops and classes will engage parents in innovative and meaningful
partnerships for learning.
What is the Goal of Polks Parent University?
The goal of Polks Parent University is to increase parent involvement in the schools and empower parents to raise
children who are successful in school and in life. Parent University is a way in which our school district, businesses, and
other community organizations can provide education to parents.
The Focus Points of Polks Parent University are.
Parenting Awareness: Provides information and skills to assist parents in supporting their children through the
developmental years. Tips for parents on being an advocate for their child, being involved in parent leadership,
and effective parenting skills.
Learning in the 21st Century: Assists parents in staying current with trends in teaching and learning, along with
the challenges associated with living in an age of technology.
Health and Wellness: Emphasizes the importance of living a healthy life with a focus on physical, nutritional,
and mental health.
Personal Growth: Focuses on topics related to personal and professional growth and learning for adults.
Who can attend PLUG? Any parent of a student in a Polk County public school may attend.
Is there a cost to attend? Most workshops and classes will be a free service to parents of students in Polk schools. Some
classes may require a small fee.
What times will classes be offered? Our goal is provide workshops and classes to parents at flexible times/days;
Mornings, evenings and Saturdays. Courses are offered any day of the week and at times sensitive to the work and
personal schedules of parents.
Who teaches the workshops? Workshops are facilitated by community and business professionals, district staff,
parents, and students.
Will transportation be provided? Unfortunately at this time transportation will not be provided. However, we will be
working on a plan to provide transportation to parents to the parent centers or to workshops being held by the parent
university.
We will try to work out something with Citrus connection for bus passes.
Will childcare be provided? No, unfortunately at this time childcare will not be provided. However, we are working on
plans to provide this service to parents in the future. We are going to try and partner with local educational universities
and colleges to have interns or field study students participate by offering workshops or activities for children while
parents attend a workshop.
Will translation be provided? It is our hope to have the centers staffed with a bilingual person. However, we can
provide translators for workshops when requested.
Parent Involvement
40
Federal Property Procedures

Capitalized Assets
Defined As
Any item purchased with a cost greater than or equal to $1,000
Any of the flagged technology items listed below with a cost greater than or equal to $250
Flagged Technology Items Include:

Desktop Computer
Laptop Computer
Tablet
iPad
Slate
Electronic Reader
Document Camera
Digital Camera
Projector
Scanner
Smartboard
A listing of your school sites Federal Property will be placed in the eTASK Box Network Share in midNovember.
Location:
TASKFOLDER>>school_number\14-15\03Federal_Property\01 Property_Book\Capitalized_Assets\
You will have four weeks to find each item and update the location of the asset as well as the condition
of the asset. Once you notate these changes, you will file in your electronic TASK Box and nonelectronic TASK Box. If these documents are not found in the electronic TASK Box after four weeks of
receiving the listing, the Title I Property Custodian will contact you requesting action.
Completed Capitalized Assets documents should be filed in this electronic folder:
TASK FOLDER>>school_number\14-15\03 Federal_Property\01 Property_Book\Capitalized_Assets\
Federal Property
41
Non-Capitalized Assets
Defined As
Any item purchased with a cost greater than $250 but less than $999.99
A listing of your school sites Federal Non-Capitalized Property will be placed in the eTASK Box Network
Share in mid-November.
Location:
TASKFOLDER>>school_number\14-15\03Federal_Property\01 Property_Book\Non-Capitalized_Assets\
You will have four weeks to find each item and update the location of the asset as well as the condition
of the asset. Once you notate these changes, you will file in your electronic TASK Box and non-electronic
TASK Box. If these documents are not found in the electronic TASK Box after four weeks of receiving the
listing, the Title I Property Custodian will contact you requesting action.
Completed Non-Capitalized Assets documents should be filed in this electronic folder:
TASK FOLDER>>school_number\14-15\03 Federal_Property\01 Property_Book\Non-Capitalized_Assets\
Schools must keep a supplemental list of capital outlay items ($250 - $999.99 price range) purchased
with Title I funds under the following GL accounts that are not listed in the District Generated Inventory
Sheets:
Audio Visual Materials 4622000

Furniture and Equipment 4642000
Computer-related equipment 4644000
Software 4692000
Completed Non-Capitalized Asset forms should be filed in this electronic folder:

TASK FOLDER>>school_number\14-15\03 Federal_Property\01 Property_Book\Non-Capitalized_Assets\
Federal Property
42
Assets under $250

Items purchased with a unit cost of less than $250.00 are usually considered consumable supplies (with
a life expectancy of a year or less). Some items that cost less than $250.00 per item have a life
expectancy of more than one year (example: graphing calculators, printers, digital cameras, Tablets,
etc.). A listing of your school sites Federal Property ($250 and Below) must be generated and
maintained
at
your
school
site
using
the
provided
template
(FP_2_NonCap_Title_I_Equipment_Template). This listing will frequently be reviewed by your schools District
Coordinator and the Title I Property Custodian. The document will need to be filed in your electronic
TASK Box and non-electronic TASK Box. If these documents are not found in the electronic TASK Box in
mid-May, the Title I Property Custodian will contact you requesting action.
You will notice a section on the provided template entitled sets. Schools are expected to name the
location of the set (e.g., set of graphing calculators to be located in the Calculus classroom for use in
student math projects) in the requisition. For items that would be dispersed to different locations, that
information should be stated in the requisition also. (Example: Five digital cameras, one for each fifth
grade classroom to enhance writing projects.).
Retain a copy of these inventory lists in your audit file.
Property Repair/Lost or Stolen

Follow the directions on SAP and send a repair request to EERS for any Title I equipment that is in need
of repair. If any property that has been purchased with Title I funds is lost or stolen, complete a FD-1
Report and send the original report to the Property Accounting department along with a copy of the
police report and send copies to Title I.
(File this document in your TASK Property #2. A sample can be found in Appendix R.)
Federal Property
43
Labeling Of Federal Property

All non-consumable Federal property must be properly marked and labeled. An orange Property of
Title 1 sticker must be affixed to each non-consumable item, except books. Each category of Federal
property has other specific labeling instructions.
Capitalized Assets
Orange Property of Title 1 sticker affixed to item

The words Polk County School Board, Title I written on item with permanent ink
Capital Asset Sticker affixed to item
Non-Capitalized Assets

Non-Capital Asset Sticker affixed to item
Assets/Durable Items under $250

Year of purchase written next to orange sticker with permanent ink
Kits with Multiple Items (calculator sets, student response systems, etc)
Orange Property of Title 1 sticker affixed to individual items and case if applicable
Polk County School Board, Title I or PCSB, TTI written on individual items with permanent
ink
Year of Purchase written on main case next to orange sticker with permanent ink
Each individual item marked and numbered as part of the set with permanent ink
o Example: A set of 10 calculators first calculator marked as 1 of 10, second calculator
marked 2 of 10, third calculator marked 3 of 10, etc.
Books
Inside cover and title page of book stamped Title 1 Program

Year of purchase noted on title page near stamp **optional**
Orange Property of Title 1 sticker affixed to outside of Textbooks **optional**
For more information about labeling instructions, please contact the Title 1 property custodian.
Federal Property
44
Disposal Records
In order to surplus antiquated Federal Property (at least five years old), please see the process below:
Step 1: Gather antiquated equipment and fill in the information about the equipment into the
spreadsheet. The spreadsheet template is located in the eTASK folder. Please note that the following
information is needed for each item:
TASK FOLDER>>school_number\14-15\03_Federal_Property\02_Disposal_Records_and_Procedures
Location #
School Name
Asset/ID #
Cost or N/I
Description
Serial Number
If there is no Asset/ID #, please type n/a. The cost (if any) will be located in SAP.
Step 2: Email the spreadsheet to Title I Property Custodian
Step 3: After the District Office Title I Property Custodian receives confirmation that the assets have
been purged from Title I inventory, you will receive a memo informing you that the antiquated Federal
Property has been purged from inventory and that your school sites property custodian may request for
the property to be transferred to surplus.
Step 4: You will then need to notify your school sites property custodian that he/she may request the
property transfer to surplus. They will go to this site (http://sapproptrf.polk-fl.net/) and request the
property transfer. You will request a print out of the transfer request and file that in your TASK box
(electronic and non-electronic).
Step 5: After the Property Accounting Department has received the request for property transfer, a
surplus truck and personnel will arrive at your school with the document. They will pick up the
requested items. You will receive a signed confirmation of the transferred federal property and you will
need to file that in your TASK box (electronic and non-electronic).
(File this in your TASK Property #2. This form can be found in Appendix S.)
Facilities
The Title I office will provide a list of Title I owned facilities located at your school.
Retain a copy of this inventory list in your audit files.
Refer to the instructions on SAP to generate a maintenance work order on a Title I portable. Remember
to include the Title I portable number on each work order.
Requests for additional portables must be addressed in writing to the Regional Assistant Superintendent
with a copy to the Title I Director.
Federal Property
45
BUDGET OVERVIEW
Eligibility for Title I Service
On the district date certain each year, the Friday of February FTE week, an eligibility survey is run from Genesis to:
Identify the number of students ages 5-17 enrolled and eligible for free/reduced-price lunch (FRPL), or who are
eligible through the schools participation in the Community Eligibility Program (CEP), in each school in the
district*
Rank schools by their percentage of FRPL (and converted CEP percentages), from high to low
Identify schools with a FRPL above 75 percent
*If a school is opening the following year and does not have reliable FRPL data in February or if a school will experience a
zoning change, a projection may be used for a preliminary allocation. In that case, an eligibility survey will be run the
following October (Friday of FTE week) to determine an actual FRPL for the schools in question only. The preliminary
allocations will be adjusted accordingly.
Identification of Schools for Title I Service
Title I is required to serve all schools in rank order with FRPL greater than 75 percent, unless the school can be
legally skipped for Title I service (the school has a Title I-like program and receives as much or more from
other state and local funds than it would receive from Title I).
Title I may serve any other school at or below 75 percent in rank order that is above the district average.
If funding allows, schools above 40 percent FRPL may be served in rank order.
Allocations
Budget
Once the district has received an allocation from the State, and has determined the funds available for school
allocations, a per pupil allocation is established. The per pupil allocation may not be the same for every school,
but it must be assigned according to rank; e.g., a higher ranked school would have a higher per pupil allocation
than a lower ranked school.
The per pupil allocation is multiplied by the number of FRPL in the school on the date certain to determine the
schools allocation.
Schools are served in rank order as far as the funds will allow.
The allocation is in two parts: basic allocation and required allocation for parental involvement activities.
46
Allocation Letter
Schools eligible to receive Title I funds for the following year are notified by letter in the spring of the preceding
year.
The letter is an official notification of Title I service and becomes part of the audit documentation.
The letter specifies the date certain, the number of students eligible for FRPL, the per pupil allocation, the basic
allocation, the parental involvement allocation and the total allocation.
See a sample of the allocation letter sent this year.
See a sample of the excel spreadsheet that is sent when the allocation letter is sent. This spreadsheet creates
the funds management report for the next year.
Budget
47
EXPENDITURES
Approval of Expenditures
All expenditures of Title I funds must be approved by the Program Coordinator and the Title I Director. All documents
that involve the expenditure of Title I funds are routed through Title I for approval and processing.
Expenditure Deadlines
Outside vendor orders: March 27, 2015
Procurement card purchases: May 31, 2015
June 30, 2015:

o
o
o
o
o
o
o
Special Activity Payrolls (in Title I office no later than the first week of July)
Travel Vouchers
Consultative Services Reimbursement Requests
Advance Purchase Orders
Outstanding Encumbrances
Procurement Card Log Reports (submit as soon as bank statement is received)
CDs (Vouchers) Stamps, Registration Fees
These Documents must be sent monthly to Title I:

o
o
o
Budget
Special Activity Payrolls

Procurement Card Logs
Personnel Activity Reports (PARs)
48
PERSONNEL EXPENDITURES
The tests for determining whether or not an item may be purchased with Title I funds:
Is it reasonable?
Is it allowable?
Is it necessary?
Does it supplement, not supplant?
What would you have done in the absence of Title I funding?
Does it enhance opportunities for increased student achievement, particularly for low-achieving students?
Is it focused on core academic areas, professional development, or parental involvement?
Does it align with the School Improvement Plan, the District Improvement and Assistance Plan, and the District
Strategic Plan?
Title I funds must supplement and not supplant. Following is the test for determining if an expenditure of Title I funds
is supplanting:
Is it required by state/local statutes?

It is provided to non-Title I schools with state/local funds?
Was it paid for previously by state/local funds?
If the answer to any of the above is yes, there is a presumption of supplanting.
Allowable Personnel
Teacher Positions:
Classroom Teacher
Interventionist (Reading, Math)*
E2020 Teacher
Network Manager Teacher
Media Specialist
Guidance Counselor
School Psychologist
Coach (Reading, Math, Science, Literacy)
*An Intent to Hire Intervention Teacher form must be submitted and approved prior to appointment.
http://tinyurl.com/pcsbhire1
Paraprofessional Positions:
Paraprofessional (PA 1) Basic Classroom (Instructional)
Paraprofessional (PA 1) - Parent Involvement
Paraprofessional (PA 2) Media, ESE basic, ESE Cluster (ESE paras are for ESE Centers only)
Paraprofessional (PA 2) - Computer Lab (Instructional)
(Copies of job descriptions can be found in Appendix J.)
Non-Allowable Personnel:
Teachers of non-core subjects
Clerical/secretarial staff
Administrative staff
Budget
49
`
Deans, Behavior/Discipline Specialists
In-school suspension teachers/paraprofessionals
Any position that is provided by the district through the Staffing Plan, unless it is an additional (supplemental) unit
Employee SUB Groups

When employees are hired, please refer to the screen on SAP shown in the snapshot below to verify which GL
account the salary and will come from when the employee is paid from your allocation and make sure the
money is in that GL account.
Checking this site on SAP will also help to determine what GL account each non-Title I paid employee is
assigned to. Entering this sub group number on the special activity payroll report will help determine where
to move money to cover the expenses before submitting the report to Title I.
ePAFs
Create an ePAF for any position change for a Title I-paid employee to ensure that the appropriate functional area is
charged. When hiring, be specific in the title (example: Reading Interventionist).
Time and effort certification:
100 percent Title I funded employees: Time and Effort Certification is required semi-annually (January and
June). These are needed for audit documentation. This is to certify that the employee worked 100 percent of the
time on the federal project to which he/she is assigned.
Split-funded employees (part Title I + part another funding source): A monthly Personnel Activity Report (PAR)
is required. These are also needed for audit documentation.
This is to demonstrate that the appropriate percentage of time was worked for the federal project. These must
be analyzed monthly and adjusted if the percentages are not met.
Time and Effort documentation must be signed after the activity has occurred. If the employee is not available to sign
(For example: a teacher leaves at Christmas and does not return to the district), the principal, as the supervisor who has
direct knowledge of the employees activities, may sign in their absence.
These forms can be found in the TASK HUB and in Appendices G and H.
Budget
50
Other Allowable Personnel and Professional Development Expenditures:

Professional Development
Consultative services that align with district initiatives

Professional resources for teachers; e.g., a book for a school-wide or grade-level-wide book study
Stipends for teachers to attend training sessions when off contract hours
Substitutes to cover a classroom for teachers to attend training sessions
Other items, as long as those items align with the School Improvement Plan and enhance professional learning
for teachers
(See the Professional Development section of guideline notebook for more information on procedures, forms, and
documentation.)
Stipends for Tutoring
Stipends for extended day, week and year tutoring (If Extended Learning Program funds are allocated by the
district, those funds must be depleted before using Title I funds for tutoring.)
o Rate of pay varies by type of tutor.
Rate of pay* for Substitute Tutors with 4 year degree or higher will be:
Bachelor - $18.09
Masters - $19.42
Specialist or Doctorate - $21.00
(Transcripts must be evaluated by Certification to determine the degree level. Retired teachers are classified as
substitutes and have been paid at the adult rate. Title I would approve this, as long as Human Resources approves.)
Rate of pay for a Substitute Tutors without 4 year degree: $7.93 per hour.
Rate of pay for a Para will be their regular rate of pay.
Tutoring hours for retired substitutes must be submitted on a special activity payroll and the charges will be deducted
from 4751150 and the benefit accounts 4220000 and 4240000.
Planning Time for Tutoring:
15 minutes for every hour of tutoring is allowed.

The planning is charged to the functional area 6300 (curriculum planning)
Tutoring is charged to the functional area 5100
o Two separate special activity payroll documents will need to be submitted.
Additional Stipends May Be Paid for the Following:
Budget
Teachers who are involved in curriculum planning activities outside contract hours (curriculum planning is
above and beyond lesson planning ). The number of hours must be reasonable, and there must be a product
to document those hours of work.
o horizontal and vertical teaming planning**
o lesson study development
Participants in family involvement activities.
51
`
*Rates of pay cited in this document are subject to change, per collective bargaining agreements.
**A Curriculum Planning Justification Form (Appendix T) must be submitted to and approved by the Title I Office 2
weeks prior to the activity. The approved form will then be submitted along with the Special Activity Payroll.
Kelly Services
Substitute Teachers used in the classroom will be paid by Kelly Services.
Title I money can be used to pay for substitutes paid for by Kelly Services for the following reasons:
Substitutes for Title I paid classroom teachers who are out due to illness.
Substitutes for classroom teachers who are out of their classroom planning curriculum.
Substitutes for classroom teachers who are out of their classroom for staff development training.
The principal will receive an invoice and review it for accuracy. The principal will then approve the invoice and process
it. Before the invoice is processed, money needs to be moved to the proper functional area and GL account 4310300 to
cover the cost of each invoice being processed.
Functional Area
Function
5100
Title I paid classroom teacher out due to illness
6300
Classroom teacher planning curriculum TDA and Curriculum Planning

Form have been approved by Title I
6400
Classroom teacher training or being trained

Staff Development TDA has been approved by Title I
The rate of pay for substitute teachers paid by Kelly Services is currently $108.80 per day.
Non-Allowable Personnel Expenses:

Bonuses and Supplements
Title I funds cannot be used to pay for most bonuses or supplements. If the supplement is being paid to a Title I paid
employee, the secretary must manually code in the correct fund center or the supplement will be paid from the schools
Title I allocation. Example: Academic Supplement, Athletic Coach Supplement
Budget
52
OTHER ALLOWABLE EXPENDITURES

RESOURCE MATERIALS*
Supplemental academic resource materials for core academic subjects, primarily for low-achieving students
Supplemental classroom libraries
Supplemental books for the media center
EQUIPMENT/TECHNOLOGY*
Computers, software, and related equipment for student use only

Audio-visual equipment to enhance instruction
Online subscriptions approved for use by the district (annual subscriptions only, and they must be purchased at
the beginning of the school year)
Other approved equipment if it enhances instruction, promotes parental involvement, or assists with
professional development of staff and aligns with the School Improvement Plan
Computers may not be purchased for administrative purposes.
All equipment purchased (including e-readers) must be purchased by requisitions, not by using a procurement card.
*The purchase of resources, materials and professional development activities must have prior approval. Technology
purchases must be approved by the district Technology Department and meet district criteria. The activity must align
with the districts initiatives, and the school must be able to document how the purchase meets the goals of the Title
I/School Improvement Plan, how the implementation will be monitored for effectiveness, and how it will be
evaluated.
EQUIPMENT REPAIRS
All EERS repair billings for equipment purchased with Title I funds will be charged to the schools Title I budget. When
the schools enter EERS work orders and use TT1 the expenses get charged to the schools Title I budget. When the
school enters a work order and uses TTM the expenses get charged to the District Migrant Budget.
Computers and other electronic equipment purchased with Title I funds will not be replaced by the district
technology funds as part of the routine replacement schedule. Any Title I-purchased equipment will be
expected to be replaced with Title I funds.
Non-Allowable Resources and Equipment Expenditures :
Office supplies
Clinic supplies
Office furniture
AP or Honors coursework
Custodial supplies
Physical education equipment
Adopted textbooks
Test Preparation materials
Decorations, flowers, tablecloths,

etc
Rewards, incentives, and door

prizes
Any items/activities required to operate the school
Budget
Cafeteria supplies
Office equipment
Basic art and music supplies
After-school recreational
activities, ie chess club
Conferences of a general nature,
out-of-state conferences (unless
pre approved)
53
PARENTAL INVOLVEMENT EXPENDITURES
Printing and postage for parent communication

Translation/interpretation services for Title I-sponsored events
Light refreshments/meals for parents attending parent involvement activities
Transportation for parents to/from school parental involvement events; using a bus will require a field trip
justification form
Other items, as long as those items align with the School Improvement Plan and enhance parental involvement
Phone line in the school for parent involvement use only
Xerox paper from the storeroom for newsletters that are sent to parents
Cups and plates purchased from the storeroom for parent involvement activities
Following are stipulations for meals:
The meals must be provided during a regular meal hour.
The meals must be conservative in nature.
It is suggested that you continue to solicit donations for some of your needs.
Catering charges and tips are not allowable.
The meals must be served in conjunction with an activity that has an academic focus.
The school cafeteria staff may provide the food for allowable events.
Prior approval is required when meals are being served at parent workshops. Email the meal
request form (Appendix N) to your Program Coordinator at least three weeks prior to the event.
Your coordinator will return the approved form to you. Do not make purchases before receiving
approval.
If a procurement card is used to purchase items used for these meals, please attach a copy of the
approved meal request form and an agenda for the workshop to the procurement card log when it
is submitted to Title I.
Expenditures for meals are not allowed for the following activities:
SAC meetings, chorus night, fall festival, volunteer meetings, PTA/PTO meetings, carnivals, open house, awards
presentations, performances by students, reward/incentive parties, staff events, students, Kindergarten Round-Up
(unless accompanied by an academic workshop)
Special Accommodations
Persons with disabilities who wish to participate in events sponsored by the District may request special
accommodations for events. The school or department sponsoring the event will pay for the special accommodation.
An example of a special accommodation would be a deaf parent wanting someone to attend an activity and provide sign
language for them.
Because this is a requirement for all schools, whether they are Title I or not, Title I funds may not be used to pay for
these services unless the event is supplemental and would not have been provided in the absence of Title I funds. This
must be documented for audit purposes and be pre-approved.
Budget
54
FIELD TRIP EXPENDITURES

Field trips of an educational nature are an allowable Title I expenditure, if the field trip is permitted by district policy. A
field trip justification form must be submitted and approved by the Title I Program Coordinator three weeks prior to the
field trip.
Field Trip Justification Form: All field trips must be approved via a Field Trip Justification Form prior to
scheduling a field trip. (Appendix U)
Requisitions for admission fees and chartered buses will be allowed on SAP (even after the March 27th deadline
for outside vendor orders using Title I funds). Admission fees for chaperones are not allowed.
Charter buses will be charged to:
School Board buses will be charged to:
Admission fees for students
7800
7800
5100
4390000
4790000
4730000
If a purchase order is not possible, a voucher is allowable. Complete the voucher and send it to Title I for
processing with an approved field trip justification form and an invoice from the vendor attached to it.
Charter Buses: Charter buses require an eAgenda item and a field trip justification form. Note in the long text of the
requisition that the eAgenda item has been done.
Note: Tips or gratuities for bus drivers may not be charged to Title I.
Copies of all Field Trip justification forms and requisitions should be kept with the financial secretary as part of the
financial audit file.
Budget
55
TITLE I EXPENDITURE GUIDELINES

1. Requisitions for non-assets will need to be created with Account Assignment Category G (grant) instead of K (cost
center). This causes the Order field to appear on the Account Assignment tab in the requisition so that the new
Internal Order number G42041015-01 can be entered. It will no longer be necessary to enter the Fund, as the system
will derive the Fund from the Internal Order.
2.
Requisitions for assets will be created with Account Assignment Category A as before, but it will be necessary to include the
Internal Order G42041015-01 in the Item Text field along with the other account assignment elements as before.
3. Budget Transfers and TDAs will need to have the Funded Program G42041015-01 entered, in addition to other data as
before. The fund 42041015 also needs to be entered in the fund column.
4. For Work Orders, schools will continue to select the same Functional Location as usual; they will notice no difference
when creating Work Orders.
5. When sending in Special Activity Payroll Reports the Funded Program will be G42041015-01. A revised form is in the
Task Hub.
6. When creating a funds reservation, use document type 93 and enter G42041015-01 in the Order column and it will
appear in the funded program column when you hit save.
Funding codes for Title I:

Schools
Fund: 42041015
Funded Program - G42041015-01
Title I Approval Requirements

All documents that involve Title I funds are sent from the schools directly to Title I for approval.
Budget
56
PURCHASING
Purchasing Procedures - Requisitions
Requisitions are entered into SAP and will be routed to Title I for approval.
Send attachments to requisitions to Purchasing and Title I (example: book list)
Supplemental items to be purchased from a vendor should be added to the original requisition; contact Title I to
approve and release the supplement line of the requisition.
All original credit memos and invoices received by the school from the vendor must be sent to Finance after the
goods receipt has been completed. This enables Finance to pay the vendor.
o If an inventoried item is returned to the vendor or the requisition is cancelled, a copy of the credit
memo or cancelled purchase order must be sent to Title I.
Emergency purchase orders are not allowed.
Advance purchase orders are not allowed, except for the following:
o Parent involvement copier maintenance
o Printing newsletters for parent involvement
o Sams Club (food for parent involvement activities) - Polk County procurement cards are not accepted at
Sams Club.
o Bulk Mailings
Purchase of items that cost less than $250.00

Items purchased with a unit cost of less than $250.00 are usually considered consumable supplies (with a life expectancy
of a year or less). Some items that cost less than $250.00 per item have a life expectancy of more than one year;
example: graphing calculators, printers, digital cameras.
The school should have a method for tracking these items in order to be able to locate them. You will notice a section
on the template entitled sets. Schools are expected to name the location of the set, (example: set of graphing
calculators to be located in the Calculus classroom for use in student math projects) in the long text of the requisition.
For items that would be dispersed to different locations, that information should be stated in the requisition also,
(example: 5 digital cameras, one for each fifth grade classroom to enhance writing projects).
This form (Appendix R) should be used to track non-capitalized equipment purchased with Title I funds that will last
more than one year.
As of July 1, 2013, the following items will be entered in the system as assets on SAP even if the cost of them is between
$250.00 and $999.99: Desktop and Laptop Computers, Tablets, iPads, Slates, Electronic Readers, Document Cameras,
Digital Cameras, Projectors, Scanners and Smartboards. They will be considered capitalized items and tracked as
assets. This is part of the memo that was sent to all of the schools from Finance:
As of July 1, 2014, printers will no longer be considered assets. Unless the cost of the printer is more than $999.99, it is
not an asset. If the printer is less than $250.00 it is charged to a supply account and if it costs between $250.00 and
$999.99, please charge it to GL account 4644000.
Reminder:
Budget
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We will continue to track as assets technology items between $250.00 and $999.99 which fall in the following
categories:
Desktop Computer
Document Camera
Laptop Computer
Digital Camera
Tablet
Projector
iPad
Scanner
Slate
Smartboard
Electronic Reader
These items must be purchased with a purchase order. Purchasing these items with your P-card is not allowed.
Purchase of Items that Cost $250.00 - $999.99

Items purchased with Title I funds with a unit cost of $250.00 to $999.99 are non-capitalized, with the exception of
those mentioned in the paragraph above. These items will receive an identification number and sticker and will be on
the schools property inventory.
Purchase of Items that Cost $1,000.00 or more

Items purchased with Title I funds with a unit cost of $1,000.00 or more are capitalized. These items will receive an
identification number and sticker and will be on the schools property inventory.
If a school loses Title I service in a subsequent year, Title I is required to remove any capitalized and non-capitalized
items that have been purchased with Title I funds.
Categories of Capital Items
Audio Visual Materials

Computer-Related Equipment
Furniture and Equipment
Software
Requisitions of $15,000.00 or More
Provide Purchasing with three quotes for the purchase OR a sole source letter.
For requisitions of $50,000 or more, Board approval is required.
Deadline for Placing Outside Vendor Orders

Title I funds are intended to be used in the school year for which they are allocated. Because of this, schools should plan
to spend the funds early in the year to benefit the current years students. The deadline for outside vendor orders for
2014-15 is March 27, 2015.
Other Purchases/Expenditures of Title I Funds

Storeroom orders may be placed within the district timeline. Supplies may not be stockpiled. Excessive orders may be
denied or quantities reduced.
After district inventory has been completed in the spring, the following years cost center must be used.
Budget
58
Deadline for submitting the following documents is June 30th:

o
o
o
o
o
o
Special Activity Payrolls Not accepted after the first week of July
Travel Vouchers
Consultative Service Reimbursement Requests
Advance Purchase Orders
Procurement Card Log Reports (submit as soon as bank statement is received)
CDs (Vouchers) Stamps, Registration Fees
Documentation for Audit
Budget
Copies of requisitions, cancellations, and credit vouchers for items from the capitalized item categories must be
kept with Title I property inventory files.
Annual inventory of items with locations noted.
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Procurement Card
Procurement Card Purchases
Procurement cards may be obtained from Purchasing for all non-charter Title I schools. Deadline for Title I procurement
card purchases: May 31.
Procurement cards may be used for purchases of $250.00 or less for allowable items. Administrators should ensure that
anyone given permission to purchase items with the procurement card is aware of allowable expenditures and the $250
single transaction limit.
Follow the district guidelines when using the Title I card with the following exception: Refreshments may be purchased
for allowable parent involvement activities.
Non-allowable purchases with Title I Procurement Card:
Registration fees
Travel expenses
Equipment
Decorations (decorative tablecloths, balloons, flowers)
Rewards/Incentives
Door Prizes
Gift Cards
Costly (unreasonable) items such as deli trays and bakery cakes
Transactions may not be split to circumvent the $250 limit. (Per section 9.3 of the School Board Purchasing Card
Procedures concerning split transactions.) This is not a Title I rule. An example of circumventing the system:
Office Depot:
August 4th
$175.00
Office Depot:
August 6th
$224.00
Office Depot:
August 7
$189.00
Office Depot:
August 8
$ 75.00
Procurement card charges to Office Depot on Monday, Wednesday, Thursday and Friday of a given week. The 4th and 6th
exceeds $250.00, same vendor. The 7th and 8th exceeds $250.00, same vendor.
Budget
60
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Title I School Limits for 2014-2015
Elementary Schools
Secondary Schools
$250.00 limit per transaction
$250.00 limit per transaction
$1,000.00 limit per day
$1,000.00 limit per day
$2,000.00 limit per month
$5,000.00 limit per month
Procurement card logs, bank statements and invoices must be sent to Title I monthly for approval. According to the
procurement card logs manual written by Purchasing, the logs are supposed to be sent for processing the same week
the bank statement is received. Purchases made for items that are not allowable with Title I funds will not be
reimbursed.
Procurement card logs must contain a description of what is being purchased and for what purpose. Example:
paperback books for classroom library or donuts for Donuts for Dads.
A parent involvement workshop agenda must be sent with each procurement card log that includes the
purchase of refreshments.
An approved Request for a Title I Funded Meal form (Appendix N) must be sent with the procurement card log
and agenda if a meal was provided for parents.
Invoices with the same amount that appears on the bank statement, and credit invoices if there are credits on
the bank statement are required when submitting the procurement card logs.
Procurement Card Logs are located in the Task Hub.
Schools unable to get a Polk County School Board Title I procurement card may generate an advanced purchase order
for light refreshments and items that will be used for parent involvement activities.
The school cafeteria may also provide snacks or meals for family involvement activities. The cafeteria will need to
submit an invoice with a breakdown for all expenses being charged. The GL account would be 4390000 for purchased
services. They would then be reimbursed with a voucher (CD).
If the school has a Title I card and loses Title I funding, the procurement card must be returned to Purchasing with an
explanation.
Budget
61
SAMS ADVANCED CLUB PURCHASE ORDER GUIDELINES

(Parent Involvement use only)
Advance purchase orders must contain the following information:
A valid through date (usually the last day of school)

The local, address of the vendor; Example: The specific Sams Club where purchases would be made.
In the Ship to area, list any personnel authorized to pick up items.
o List examples of items to be purchased Example: Meals Parent Involvement Activity
After a purchase has been made, please do the following:
Have the principal sign and date the original receipt.

Put the SAP goods receipt number on the receipt.
Attach it to a copy of the advance PO.
Attach an agenda for the parent involvement activity.
Attach a copy of an approved Request for a Title I funded Meal, if applicable.
Send these documents to the Title I program coordinator for approval.
Non-allowable item purchases will have to be reclassified to an alternate funding source.
TRAVEL
Travel Vouchers
Travel voucher form (in-county)
Temporary Duty Assignment number must be on the voucher
Travel voucher form (out-of-county)
Temporary Duty Assignment number must be on the voucher
Agenda from meetings
Receipts for any requested reimbursement (originals)
Meal Per Diem (only for overnight travel) is based on time leaving and time returning and does not require receipts to
be sent with the travel vouchers.
Breakfast
Lunch
Dinner
TOTAL
6.00
11.00
19.00
$36.00
Travel begins before 6 a.m. and extends beyond 8 p.m.

Travel begins before noon and extends beyond 2 p.m.
Travel begins before 6 p.m. and extends beyond 8 p.m.
Mileage reimbursement rate is $0.56 per mile.
Registrations for Workshops

When preparing a voucher, Certificate of Delivery (C.D.), to pay registration or hotel fees for a conference or workshop,
send the following documents to Title I as a packet in the order shown below:
Budget
Agenda/Announcement of Event
Voucher - (C.D.) TDA (Temporary Duty Assignment) # must be on the voucher
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Registration forms (originals preferred)

Confirmation of hotel reservation, along with cost for the room, if overnight stay required
If all components of the packet are not received by Title I, the packet cannot be released to Finance for processing.
Registration Fees
All training activities including workshops, conferences, and in-service training should be charged to the
functional area 6400 or 7730. The GL account will always be 4331000 regardless of the cost.
Functional area 6400 will be used for all instructional staff; the GL account will be 4331000.
Functional area 7730 will be used for all non-instructional staff; the GL account will be 4331000
Enter the SAP # of each participant behind their name on the voucher.
If the registration fee is for a parent involvement activity, it will be charged to functional area 6150. If the
registration fees are for a parent, please make note on the voucher No SAP # - No TDA required Parent.
TDAs are required for Saturdays if registration fees are involved.
TDAs are not required for teachers during the summer when teachers are off-contract and the only expense will
be stipends paid to participants on a special activity payroll.
Out-of-state travel must be pre-approved. Overnight stays in Orlando or Tampa are not allowed unless there is an
evening activity or the person lives more than 50 miles from the location.
Airline Reservations and Car Rental: Airline reservations must be made through Professional Development, after
approval of the TDA. Car rental would be permitted for travel only if public transportation is not available or if other
means of transportation are not reasonable.
Budget
63
Payrolls
Special Activity Payroll
Title I special activity payrolls must be submitted monthly to Title I. The payroll report form used and every time log
form submitted must have 100% on the bottoms of every form. Title I can only accept original documents, not faxed
documents or documents sent as an attachment in an email.
NOTE: Any special activity payrolls for the 2014-15 year must be submitted to Title I no later than the first
week in July.
To create a special activity payroll:

Use only the revised form that has been placed in the Task Hub for Title I schools. Go to the Task Hub and find the
Title I Special Activity Payroll document for 2014-2015. Delete all other forms that are currently on your computer. The
stipends and benefits are automatically calculated, and the total cost of the payroll appears. See the yellow box on the
special activity payroll report. See the snapshot below.
Only one functional area and one funding source are allowed per special activity payroll. Example: Curriculum
Planning and Tutoring cannot be on the same special activity payroll form. You will be using fund 42041015 and the
Funded Program G42041015-01 which have already been entered on the form.
Budget
Reimbursement for presenter planning time:

o 1st presentation 2 hours of planning for each hour of presenting
o 2nd and subsequent presentations 1 hour of planning for one hour of presenting
Planning: Teachers may be paid for 1 hour of planning for every 4 hours of tutoring.
Curriculum Development or Planning:
o Result in a product and should be reasonable in scope and time. Principals will be asked to justify
excessive after-hours work.
o In core academic subjects; reading/language arts, writing, math and science.
o Over and above what teachers normally would do, such as working in teams for horizontal or vertical
planning or to do lesson studies, etc., not regular lesson planning.
o Reflected in the School Improvement Plan as a strategy for increasing student achievement.
o The Principal or Assistant Principal must review the products prior to signing off on the Special Activity
Payroll to ensure that they are reasonable and allowable.
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o
Curriculum Planning Justification Form Appendix T
Administrators: Administrators may not be paid for after contract hours or weekend activities.
Transfer funds to the proper GL accounts to cover the expenditure before the payroll is sent to Title I. If funds are
not transferred before payroll is submitted, a negative chain of events will occur and may result in a deficit in salary
and benefit lines at year end. Coordinators will assist schools with salary analyses during the year to identify funds
available.
To submit a special activity payroll:
A time log with an original signature must be sent for every employee listed on the payroll, with their degree
circled. The form entitled Special Activity Time Log is located in the Task Hub. Every Time Log submitted
must have 100% on the bottom of the form. There are two time logs to choose from in the Task Hub:
Special Activity Time Log Make Up Time

Special Activity Time Log
o
Working lunch: If the employee is working without a lunch break, there must be verification on
the time log from the administrator including his or her signature, or one-half hour will be
deducted for lunch.
*This time log must be used for Title I schools to document time and effort, an audit requirement.
See a snapshot below of one of the forms that is located in the Task Hub.
Budget
65
Pay Rates* for curriculum planning, delivery of professional development, tutoring, etc.
Adult School Rate Salary
Bachelor
Masters Degree
Doctor/Specialist
Benefit Rates
18.09
19.42
21.00
Retirement*
Social Security
Workers Compensation
7.37%
7.65%
0.00%
Note: The retirement rate for DROP participants is now 12.28%. If you have any Title I paid employees who are
participants in the DROP program, you will need to adjust their retirement rates on your salary analysis report.
*Retirement is charged when an employee is working (tutoring, planning curriculum).
Pay Rate* (for participant)

When the employee is being trained (participating only), they are paid $18.09 per hour and retirement is not charged.
Paraprofessionals receive $8.50 per hour for being trained.
*Rates are subject to change, per collective bargaining agreements.
Special Activity Payroll Information

Adult School Rate of Pay
Bachelors Degree
Masters Degree
Specialists Degree
$18.09
$19.42
$21.00
Instruction & Curriculum Development (5100 & 6300)

1.
Teachers - Classroom, Interventionist, E2020

Pay adult school rate
Charge to account: 4120000 (SAP)
2.
Other Certified - Guidance Counselor, Media Specialist, School Psychologist, Network Mgr., Coach
3.
Paraprofessionals
Pay hourly rate
Staff Development In-service (6400)

1.
Teachers as Participants - Classroom, Interventionist, E2020

Pay $18.09 per hour
2.
Teachers as Presenters - Classroom, Interventionist, E2020, Guidance Counselor, Media Specialist, School Psychologist, Network Mgr., Coach
Budget
66
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3.
Pay $18.09 per hour
4.
Paraprofessionals as Participants
Pay hourly rate (not to exceed $8.50)
5.
Substitute Teachers as Participants

Pay $8.50 per hour
Family involvement/ Parent Program (6150)

1.
2.

3.
Paraprofessionals - Paras as Interpreters

Pay hourly rate
4.
Other Support Personnel - Secretaries

Pay hourly rate
Child Care Baby Sitters (6150)

5.

Pay $7.93 per hour
6.
Pay $7.93 per hour
7.
Paraprofessionals
Pay $7.93 per hour
8.
Other Support Personnel - Secretaries

Pay $7.93 per hour
Charge to Account 4160000 (SAP)
9.
Substitute Teachers
Pay $7.93 per hour
10.
Substitutes Other
Pay $7.93 per hour
Budget
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Before/After-School Tutoring (5100)

1.

2.
3.
Paraprofessionals
Pay hourly rate of pay
Parent-Teacher Conference (5100)

1.
Teacher - Classroom, Interventionist, E2020

Adult School rate of pay
2.
Adult School rate of pay
3.
Paraprofessional
Hourly rate of pay
4.
Other Support Personnel - Translators

Hourly rate of pay
Charge to Account 4160000 (SAP)
Cafeteria Workers for Parent Involvement (6150) Hourly Rate of pay 4160000 (SAP)
Disability Workers (Charged to the Functional Area of the Activity)
1.

2.
3.
Paraprofessionals
Pay hourly rate of pay
Budget
68
Budget
69
Consultative Services Agreements

All contracts or Consultative Services Agreements are approved electronically through eAgendas Business Services
Contracts Agenda. Selecting the correct category and sub category is very important as the approval path is different for
each division.
All Consultative Services Agreements will be charged to the GL account 431000.

A Consultative Services Agreement form or a contract from the vendor will be acceptable.
If using Consultative Service Agreement forms:
Use the vendors number (not their social security number); the contract must have that persons name on the
top line; Example: Jane Doe hereby agrees to perform the following services and it must be signed by the same
person.
If an employer ID number is used, the company name must be used on the first line. The contract must be
signed by a person with a title, and the title must be written; Example: Jane Doe, Vice-President.
Processing Consultative Services Agreements:
Budget
When entering a contract or CSA on the Business Services Contacts Agenda, a funds reservation number must be
created after the money has been transferred to the proper account to cover the total expenditure, and the
number must be noted on the contract and the eAgenda item. Use document type 93 when creating a funds
reservation document. On the next screen, you will enter G42041015-01 in the Order column.
Attach the contract or CSA to the eAgenda item. The Superintendent has authority to approve contracts less
than $50,000.00; those greater than $50,000.00 are moved to the next board meeting for board approval.
Enter the cost center, functional area, fund, funded program, GL Account, and the funds reservation number in
the Financial Impact Section of the eAgenda item. The name of the contact person at the school and the mailing
address of the vendor must be on the CSA or the contract. If services and supplies are in the contract, split the
expense. The eAgenda item will not be approved until one original contract or CSA has been received by JoAnne
Clanton in the Superintendents office.
When a purchase requisition that has been created on SAP needs Board approval, attach it to the Business
Services Purchasing Items section of the eAgenda process and the number of the requisition must be noted on
the eAgenda Item. A funds reservation number is not created on SAP for requisitions. Selecting the correct
category and subcategory is very important as the approval path is different for each division.
After the document is signed by the Superintendent, it will be sent electronically to the school contact person.
Upon request, the original contract or CSA document will be returned by courier to the contact person.
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eAgenda Items Requiring Board Approval

Contracted services of $50,000.00 or more
If the majority of the purchase is for the consultant, and the minimum expense is for materials, process through the
Business Services Contract Agenda create a CSA or a Contract.
Purchased items of $50,000.00 or more

If the majority of the purchase is for materials, and the minimum expense is for training, process through the Business
Services Purchasing Items. Create a requisition on SAP (contact Purchasing before composing eAgenda item or creating
requisition on SAP if the total purchase exceeds $15,000.00). Quotes or sole source letters are required for purchases
between $15,001.00 and $50,000.00.
This can be a single purchase or more than one purchase of the same or similar items.
Board approved formal bid award or Board approved bid waiver is required prior to purchase. (Bid waivers are used in a
limited set of circumstances specifically outlined in the State Board Rule.)
Budget Impact Analysis and Statement of Work are required for the following:
Contracted services with a cost of $50,000.00 or more

Purchased items with a cost of $50,000.00 or more
Requests for reimbursement for Consultative Service Agreements or contracts paid with Title I funds:
Budget
Must come to Title I for approval and they will be forwarded to Finance for payment. Attach a copy of the CSA
or contract to the reimbursement request when submitted to Title I.
71
Title One Migrant Program Overview

2014-2015
Overview of Migrant Students and Parents
99% of students are identified as Hispanic

Are 3 - 21 years old and have not graduated
Travel with parents across district or state lines
Travelled within a 36 month period
Parents work in agriculture or fishing
Polk has over 2,200 eligible students 4th largest in the state
Tend to be behind their peers academically
Polk MEP provides many services for students and parents including tutoring,
literacy, English classes, advocacy, mentoring, and so much more!
Migrant Specific Information for Schools

Check for Migrant or FarmWorker information on Student Entry Form. Please
forward any students to the Title One Migrant Program 534-0655.
Migrant students are automatically eligible for free and reduced lunch.
Many migrant students enroll late in school. The busiest months are Sept, Oct,
and Nov. The busiest schools are located in Mulberry, Frostproof, Fort Meade,
and Winter Haven.
We partner with the Homeless Education Program many migrant students are
also identified as Homeless and would receive the 30 day window to get all their
documents in for enrolling in school.
The Migrant program uses a proof of residence form for address verification
this is an accepted document for school enrollment. (Located in Public Folders)
When migrant students enroll, their parents typically will not speak English.
Please make them feel welcome and provide translation services for them.
School board employees cannot ask the legal or immigrant status of a student or
parent. Students are permitted to enroll in school according to federal law.
Supreme Court Plyer v. Doe (457 U.S.202) (1982).
For questions or more information please contact us at 534-0655
http://www.polk-fl.net/districtinfo/departments/learning/title1/migrant
Public folders/Title 1 and Migrant Services/Migrant
Other Federal Programs

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Title I/VPK Pilot Program

Preschool Programs and Title I will partner to provide a full-day PreK program as a pilot program. Each
classroom will house 18 four-year-old children staffed with a certified teacher and a CDA (Child Development
Associate).
There will be no cost to the parents and the program will enroll children zoned for the Title I school.
The identified sites are:
Alturas Elementary
Inwood Elementary
Boswell Elementary
Kathleen Elementary
Combee Elementary
Palmetto Elementary
Dundee Elementary
Philip OBrien Elementary
Eastside Elementary
Pinewood Elementary
Elbert Elementary
Polk City Elementary
Floral Avenue Elementary
Purcell Elementary
District resources (Title I and VPK) will totally support these programs. Schools should include the children and
their parents in school wide activities as appropriate. There may be opportunities for further expansion into
other Title I schools in the future.
Title I and PreK are working together to provide a free high-quality full day preschool program.
Together we are making a difference!
For additional information on Polks PreK Programs visit the PreK website or contact:
http://www.polk-fl.net/parents/preschool/default.htm
Matti Garcia Friedt
Director Preschool Programs
648-3051
Sandi Opalinski
Senior Coordinator: School Readiness/VPK
648-3046

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Parent Engagement Program (PEP)

The Polk County School District Parent Engagement Program emphasizes parent engagement as
an empowering form of parental involvement. This initiative is designed to impact student
achievement and discipline by surrounding young people with sensitive, caring adults who are
committed to a better academic future for all children. PEP is an ongoing process that
increases active participation, communication, and collaboration between parents, schools, and
communities.
The goal of the Parent Engagement Program is to engage and deepen the commitment of
parents and the community in the academic life and success of students. Title 1 provides eight
Parent Outreach Facilitators to assist schools in achieving the goal of improving parent
engagement. Facilitators meet with assigned students regularly to establish and monitor
academic and behavioral goals. They visit students homes to identify needs and to provide
support which enables families to support the learning of their children. The facilitators link
families with community support to assist with critical needs. They observe and communicate
observed needs of the family and student to school administration and to teachers of the
children served.
There are currently eight PEP Facilitators and two PEP Coordinators in the district. This staff is
assigned regionally to serve Title I Schools. The facilitator focuses on targeted students and
their families by reaching out to the community, churches, and parents.
For more information, contact:

Ernest Joe
Senior Director, Diversity Management
(863) 519-3670

77
Hearth Project
Definition of Homeless
The term "homeless children and youths"
(A) means individuals who lack a fixed, regular, and adequate nighttime residence; and
(B) includes:
children and youths who are sharing the housing of other persons due to loss of housing , economic
hardship, or a similar reason (doubled up);
are living in motels, hotels, trailer parks, or camping grounds due to lack of alternative adequate
accommodations;
are living in emergency or transitional shelters;
are abandoned in hospitals;
are awaiting foster care placement;
children and youths who have a primary nighttime residence that is a public or private place not
designated for or ordinarily used as a regular sleeping accommodation for human beings;
children and youths who are living in cars, parks, public spaces, abandoned buildings, substandard
housing, bus or train stations, or similar settings; and
migratory children who qualify as homeless for the purpose of this subtitle because the children are
living in circumstances described above.
Fundamental Rights of Education For Homeless Students

According to policy established in the No Child Left Behind Act, every homeless student is
entitled to:
a free, appropriate public education.

education in a mainstream school environment.
not be isolated or stigmatized due to their homeless status.
immediate school enrollment and attendance, even without birth records, school records,
immunizations and/or health physicals.
continue his or her education in the school or origin or in the same school as nonhomeless students
living in the attendance area are allowed to attend, whichever is in the child's best interest.
transportation to and from school, if requested.
services comparable to services offered to other students.
receive free breakfast and free/reduced lunch.

78
Facts
Today the average age of a homeless person is nine(9).

Children and families are the fastest growing subset of the homeless, representing a staggering 40%
of the population.
The average homeless family is a twenty year old mother with children under the age of six.
Along with the 400,000 families who are officially homeless, another 25 million live doubled and
tripled up with family and friends because they lack a permanent residence of their own.
Polk County has approximately 2,632 homeless individuals at any given time in Polk County.
It has been estimated that there are 350 school aged, enrolled homeless children at any given time in
Polk County.
Hearth Overview
The Hearth Project began in 1991 as one of a few pilot programs in Florida. The program is responsible
for ensuring the educational rights of homeless students as outlined in the McKinney-Vento Federal
Law.
Polk County School Board Policy regarding McKinney-Vento students:

http://www.polk-fl.net/districtinfo/departments/learning/title1/hearth.htm
Polk Homeless Student Data:

School Year
# Hearth Students
2008 - 2009
2,038
Hearth services provided to homeless and at-risk
2009 - 2010
2,289
students for 2012-2013 school year: 8,218.
2010 2011
2,453
*This does not include the homeless students
2011 - 2012
2,401*
reported by the LW Charter LEA
2012 - 2013
2,591*

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Services provided by Hearth:
Provide enrollment assistance for students missing required documents and guardianship papers,
enrollment assistance to the school of origin, and process transportation requests for students to
remain in the school of origin.
Contracted services with The Salvation Army providing tutorial services for children residing in the
transitional living facility.
Contracted services with HALO Child Enrichment Center (preschool program) at the Salvation Army.
Provide educational materials and supplies to George Harris Youth Shelter.
Work with Title I to provide tutors at local shelters housing children.
Work together with organizations and individuals to meet needs of homeless children. Through
donations and grants provide needed school supplies, uniforms, shoes, hygiene and personal items,
clothes, bus passes, medical services, cap & gown, and Valentine card assistance.
Provide case management and follow up services to homeless unaccompanied high school students
including letters of verification for the FAFSA.
Additional outreach services offered by Hearth:
Educate and inform the community about homelessness through presentations and media releases.
Encourage homeless advocates in local schools to aid in the assistance of homeless children
throughout Polk County.
Host homeless shelter meetings to discuss and solve issues of concern for the local shelters housing
children.
Present Homeless Sensitivity Training to school and district personnel.
Present Heartstrings Workshop to elementary students to help kids understand homelessness.
Member of local, state, and national organizations providing assistance to homeless families.

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Hearth Staff Contact Information
Dee Dee Wright
Karen Mehler
Homeless Liaison
Homeless Liaison Assistant
863-534-0801
deedee.wright@polk-fl.net
863-534-0629
karen.mehler@polk-fl.net
Nakita Scott
Tami Ray
Social Worker for Unaccompanied
Technician
Homeless High School Youth

863-534-0202
nakita.scott@polk-fl.net
863-534-0801
863-534-0210 (fax)
tami.ray@polk-fl.net
Amy Good
Victoria (Tori) Ford
Part-time College Clerks
863-534-7254
amy.good@polk-fl.net
victoria.ford@polk-fl.net

81
Homeless Shelter Contact Information

Lighthouse Ministries
687-4076
Lake Wales Care Center
676-6678
Peace River Center
413-2700
Salvation Army- Lakeland
682- 8179
Salvation Army - Winter Haven
291- 5107
Women's Care Center
534-3844
Youth and Family Alternatives
595-0220

82
AppendixA
PrincipalsChecklist
Appendix A Principals Checklist
83
August
PIPandSummary
RightToKnowLetters
SIP
ConferenceLogs
ConferencingPD(during
1stsemester)
SIP
June/July
TitleIBudget
Completed
Monthly,asneeded
PAR
NonHQParentLetter
PDPPlan
ProfessionalDev.
ParentWorkshops
RightToKnowLetter
Assessments
CurriculumPlanning
84
Activity
ConductmeetingwithparentsandfinalizeevaluationofandrevisionstoParentalInvolvementPlan(PIP)and
SummaryBrochure.Maintainevidenceofparentinput.FileinParentInvolvement#2.
DistributeRightToKnowLettersandParentGuide.FiledocumentationinParentInvolvement#9.
Reviewschoolleveldatawithleadershipteamandparentsandfinalizeproblemsolvingprocessfor201415School
Improvementplanning.Maintainnotifications,agendas,meetingminutes,andschoolsigninsheet.FileinSchool
Improvement#2.
ConductPDwithstaffonimportanceofparentalinvolvement/conferencing(within1stSemester).Elementary
Schools:HandoutTeacherConferenceLogsanddevelop/reviewAgenda(s)forParentConferences.FileMeeting
Agenda,notes,signin,andhandoutsinProfessionalDevelopment#2.FileParentConferenceAgenda(s)in
ParentInvolvement#5.
ReviewschoolsTitleIBudget.PrintandfileTheTitleIBudgetworkbookinBudget#2.
AttendDistrictSchoolImprovementMeetings.Maintainnotifications,agendas,andschoolsigninsheet
(AttachmentB).FileinSchoolImprovement#1.
Turninmonthlylogsforanysplitfundedpersonnel(PARsPersonnelActivityRecordsofmonthlytimeandeffort).
FileinHighlyQualified#2.
DistributeNonhighlyQualifiedLetter,asappropriate.FileletterandclasslistinParentInvolvement#9.
Develop/ReviewProfessionalDevelopmentPlan(ProfessionalDevelopment#1)andconductprofessional
developmentasscheduled.Maintainmeetingnotifications,agendas,minutes,handouts,andsigninsheets.File
completepacketusingPDcoversheetinProfessionalDevelopment#2.
ReviewPIPandconductParentWorkshopsasscheduled.Maintainmeetingnotifications,agendas,minutes,and
signinsheets.FilecompletepacketusingcoversheetinParentInvolvement#6.
HavecopiesoftheRighttoKnowlettersavailableintheofficefordistributiontoparentsofnewstudentsenrolling
throughouttheyear.
ConductassessmentsasrequiredbytheDistrict.FileresultsinEvaluation#3.
SubmitCurriculumPlanningRequestformatleast2weekspriortoplanningday(s).FileapprovedforminBudget
#7alongwithsamplesofcurriculumproductdeveloped.
201415TitleIPrincipalsChecklist
November
SIPReview
December
InterventionReview
January
SemiAnnualCertification
TitleISurvey
FebruaryMarch
SIPReview
TitleIBudget
Completed
October
Website/PINverification
PIAuditTimeline
September
SIP/TitleIAttachments
PIP/Summary/PIN
AnnualMeeting
ParentCompacts
Schedules/Plans
TargetStudents
Interventions
SACMeeting
85
MeetwithLeadershipTeamtoprogressmonitortheimplementationoftheSIPmaintainagendas,meeting
minutes,signinsheets,andhandouts.FileinSchoolImprovement#2.
ReviewschoolsTitleIBudget.LastdaytosubmitrequisitionswithTitleIfundsisMarch27.
Turninsemiannuallogs(certificationoftimeandeffort)andmonthlylogs(PARsPersonnelActivityRecordsof
monthlytimeandeffort).FileinHighlyQualified#2
MakeTitleIonlinesurveyavailabletoparents.Surveycanbeincorporatedintoparentconferences.
MeetwithLeadershipTeamtoreviewassessmentdataandadjustinterventionstomeetthespecificneedsof
studentsmaintainagendas,meetingminutes,andsigninsheets.FileinEvaluation#2
MeetwithLeadershipTeamtoprogressmonitortheimplementationoftheSIPmaintainagendas,meeting
minutes,signinsheets,andhandouts.FileinSchoolImprovement#2
EnsurerequireddocumentationisonthewebsiteandinthePINnotebook.FilecopyinParentInvolvement#8and
sendsignedverificationformtoDeniseAtwellbyNov.1.
CompleteandsendthePIAuditTimelinetoDeniseAtwellbyNov.1.FileinParentInvolvement#2.
MeetwithLeadershipTeamtocompleteSchoolImprovementPlan.Fileagendas,meetingminutes,andsignin
sheetsinSchoolImprovement#2.
FilecopiesofSIPandTitleIAttachmentsAandBinSchoolImprovement#1.
ShareSchoolImprovementPlanwithstaff.FilemeetingAgendainSchoolImprovement#2.
CompleteandsubmitParentalInvolvementPlanandSummaryandmakeavailabletofamiliesandthecommunity.
FileinParentInvolvement#2;putcopiesinPIN(ParentinvolvementNotebook).
HoldAnnualMeetingbyNov.1retainnotifications,signinsheets,agendas,evaluations,andhandouts.File
completepacketusingcoversheetandAnnualmeetingReportinParentInvolvement#4.
Secondaryschools:DistributeParentCompacts.Elementaryschools:BeginconductingParentconferencesusing
ParentConferenceAgenda.Reviewcompactswithparentsduringconference.
Usedatatocreatealistoftargetstudentsforeachgradelevel.Determineandrecordinterventions.Filein
Evaluation#2.
CollectTitleITeachersandParaprofessionalsdailyschedulesandaweeksplansfor1stSemester.For
Interventionists,liststudentsserved,attendancerecords,dates/times,etc.FileinHighlyQualified#3.
TopicstobeaddressedatfirstSACMeeting:(KeepAgenda,signin,meetingnotes,otherevidence)
o Discussresultsof201314ParentSurvey(ifnotdonelastSpring)ParentInvolvement#7
o DiscussPIexpendituresfor201314andgetinputandapprovalfor201415PIexpenditures(ifnotdone
lastSpring)SchoolImprovement#2
o DiscussandapproveSchoolImprovementPlanandTitleIbudgetSchoolImprovement#2
o DiscussandapprovePIPandCompact.SchoolImprovement#2
Activity
Turninsemiannuallogs(certificationoftimeandeffort)andmonthlylogs(PARsPersonnelActivityRecordsof
monthlytimeandeffort)FileinHighlyQualified#2.
CompleteParentconferenceReportbyMay31.FileinParentInvolvement#5.
CompleteTitleIInventory.FileinFederalProperty#1.
BegingatheringfeedbackfromparentsaboutTitleIParentalInvolvementPlanandParentCompactmaintain
agendas,meetingminutes,signinsheets.FileinParentInvolvement#2.
SubmitAttestationformofHighlyQualifiedStatus.(HRwillsendformtoPrincipal.)FileinHighlyQualified#1.
Discuss201415SurveyResultswithstaff.FileinParentInvolvement#7
TopicstobeaddressedatlastSACMeeting:(KeepAgenda,signin,meetingnotes,otherevidence)
o Discussresultsof201415ParentSurvey;completeNeedsAssessmentWorksheetParentInvolvement#7
o Discussandgetinputfromparentsfor201516PIPplanParentInvolvement#2
CollectTitleITeachersandParaprofessionalsdailyschedulesandaweeksplansfor2ndSemester.FileinHighly
Qualified#3.
Activity
PrincipalsSignature:________________________Date:________TitleICoordinatorsSignature:__________________________Date:________
MayJune
SemiAnnualCertification
ParentConferenceReport
TitleIInventory
AprilMay
PIP/Compact
AttestationForm
ReviewSurveyResults
SACMeeting
Completed
Schedules/Plans
86
School:
BUDGET
Online
eTASK
TASK
BOX
1. AllocationLetter
2. SchoolBudget(Budgetworkbook)
3. ProcurementCardExpendituresCopyofreceiptsandmonthlypurchasereportsorSee
FinancialSecretarystatement
4. SpecialActivityPayrollOrSeeFinancialSecretaryStatement
5. ConsultativeServicesAgreementsOrSeeFinancialSecretaryStatement
(IncludeContract&Reimbursementforms)
6. FieldTripJustificationFormsOrSeeFinancialSecretaryStatement
Online
eTASK
TASK
BOX
Online
eTASK
TASK
BOX
87
7. CurriculumPlanningJustification&ProductSamples
EVALUATION
1. School(State)AccountabilityReportshttp://schoolgrades.fldoe.org/
o
o
o
o
SchoolGrade
AMOReport
SPARReport(locatedonschoolswebpage)
DOEMidYearNarrativeReport(D&Fschoolsonly)
2. StudentsWithAcademicNeed
o PrintoutofFCATLevel1and2studentsavailableinIDEAS
o Spreadsheetoftargetstudentsateachgradelevelwithintervention(s)andprogress
o
monitoringresultslisted
(InterventionistGroups,Before&AfterSchoolTutoringPrograms,SaturdayCamp,etc.)
DocumentationofDataReviewbyLeadershipTeam,Teachers,PLCs,etc.
(ex.meetingnotes,calendarnotice)
3. AcademicAchievementResults
o
LanguageArts/Reading,Math,andScience(ResultsofDistrictRequiredAssessments)
FEDERALPROPERTY
1. PropertyLists
o
o
o
o
Listof$750andabove(signedcopyofcompletedspreadsheet)
Listof$250$749(signedcopyofcompletedspreadsheet)
Listof$249andbelowdurablegoods(maintainedbyschool)
Portables,ifapplicable
2. DisposalofProperty
o
o
Records__CapAssets__NonCapAssets__<$250Durable__Surplus/Transfer
Procedures(seeGuidelinesNotebook,FederalPropertySection)
Appendix B TASK Checklist 1 | P a g e
School:
TITLEIPERSONNELHighlyQualified
1. AttestationFormPrincipalwillreceivefromHRinApril/May.
2. SemiAnnualCertificationforallTitleIpaidpersonnel
o
o
Online
eTASK
TASK
BOX
___AugustDecember___JanuaryJune
MonthlyPARReportsforallsplitfundedpersonnel,ifapplicable
Online
eTASK
TASK
BOX
1. ProfessionalDevelopmentPlan(PDP)PlanshouldalignwiththeSIPandPIP.
2. ProfessionalDevelopmentCoreAcademicsorParentInvolvement
eTASK
TASK
BOX
88
3. Schedule&LessonPlansforallTitleIpaidpersonnel
o
o
o
Schedules(Dailyorweekly,asappropriate)
Interventionist(s)listofstudentgroups/times/attendance
Oneweeksplans/journalforeachsemester
_____1stSemester____2ndSemester
PROFESSIONALDEVELOPMENT
(includeALLPDschoolbasedPD,DistrictPD,OffCampusPD)CreatepacketsusingthePDcoversheet.
PDwithSchoolStaffemphasizingParentInvolvement/conferencing
Include.agendas,notes,minutes,signinsheet
3. LEATechnicalAssistance(TitleIMeetings)
o
o
o
BudgetMeetingforSecretaries
TitleImeetingsReminder,Agendas,MeetingNotes
OtherTechnicalAssistance(emails,packets,etc.)
SCHOOLIMPROVEMENT
1. SchoolImprovementDistrictTechnicalAssistance
o
o
o
Notification(asappropriateforyourschool)
Agenda
CompletedSIPw/TitleIAttachmentsAandB
ComprehensiveNeedsAssessmentisembeddedintheSIPTemplates.
2. SchoolImprovementSchoolbasedmeetings
SIPTeammeetings(includingparents)
o SIPmeetingnotification,agenda,minutes,andsigninsheets
FallSACMeeting(includingparents)
o SACmeetingnotification,agenda,minutes,andsigninsheets
o MinutesfromtheFallSACmeetingshouldincludespecifically:
WhentheSIPwasdiscussedandapprovedataSACmeeting
SpendingauthorizationsofTitleIbudgetapprovedfromSAC
ParentinputonParentInvolvementexpenditures
ApprovalofPIPandCompact
SIPpresentedtoStaff
o WhenwastheSIPpresentedtostaff?FiledatedAgenda.
School:
Online
eTASK
PARENTINVOLVEMENT
1. DistrictParentInvolvementPlan&Summary
o
DistrictParentInvolvementPlan
DistrictPIPSummaryEnglish/Spanish/HaitianCreole
2. SchoolParentInvolvementPlan&Summary
o
ParentInvolvementPlan
o
o
o
o
Copyofpeerreviewof1415Plan
TechnicalAssistance/GuidancepaperfromLEA
Evaluationof1314Plan
Activity(#2)EvaluateActivitiestoBuildCapacity
PIPSummary(Brochure)English/Spanish/HaitianCreole
TASK
BOX
PIAuditTimelineforPlP/Summary&Compact(signedcopy)
89
TheSchoolsplan,
summary,and
compactcanbe
foundonthe
schoolswebsite
andintheParent
Involvement
Notebooklocated
inthefrontoffice.
(SendsignedcopytoDeniseAtwellbyNov.1)
o
o
EvidenceofParentInputforthePIP(mtg.agendas,signinsheets,evaluations,surveys,
minuteswithspecificinput,etc.)
DistrictParentAdvisoryTeamMeetingfor20152016(Invitation,Agenda,SchoolSignin
sheet)
3. SchoolParentStudentCompact
o
CompactEnglish/Spanish/HaitianCreole
o
o
o
Peerreview
TechnicalAssistance/Guidancepapers
Evidenceofparentinputonwriting/revisingthecompact
4. TitleIAnnualParentMeeting(holdbyNovember1)
o
o
o
AnnualMeetingPacketwithcoversheet(includeevidence/documentation)
TechnicalAssistanceandGuidancePaperforplanningAnnualParentMeeting
AnnualParentMeetingReport
5. ParentConferences(Minimumofonerequiredattheelementarylevel/optionalforsecondary)
o
Conferencereport
IndividualTeacherConferenceLogs
Agenda(s)forparentconferencerequiredforelementarylevel
o Phoneand/orconferencelogIFthereisaTitleIpaidParentInvolvementPara
6. ActivitiestoBuildCapacityforEffectiveParentInvolvement
o
ParentAcademicWorkshopsMin.twoperyear(Standards,Technology,Testing,
Graduation,GradeExpectations)
Usetheformcoversheettomakeapacketforeachactivity.
1. _________________________________2._________________________________
Other:
School:

7. ParentSurvey
o
SchoolParentSurveyResults____1314results____1415results
SACmeetingDiscuss201415SurveyResults
____Agenda,Minutes,Evidenceofinput
____ParentInvolvementNeedsAssessmentWorksheet
____Evidence/suggestionsofhowinformationwasusedtoplanparent/familyevents
StaffmeetingDiscussSurveyResults
____Agendaandevidenceofdiscussion/inputofresults
8. ParentCommunication
SchoolWebsite/ParentInvolvementNotebook(PIN)
_____Verificationformwithprincipalssignature(SendcopytoDeniseAtwellbyNov.1)
SchoolNewsletterswithTitleIinformationandparenttips
Otherdocumentation(i.e.SACmeetings,PTA/PTO/parentcommittees,parentnights,bookfairs)
9. RighttoKnow(RTK)
o
o
CopyoftheRTKletterEnglish/Spanish/HaitianCreole
DistrictParentGuide(LocatedwithinParentCodeofConduct)
TheDistrictGuideissenthometoparentsatthestartoftheschoolyear.
NonhighlyQualifiedLetter(4WeekNotificationLetters)
o
o
TheRTKletterand
ParentGuideare
locatedonthe
schoolswebsite
andinthePIN
Notebook.
Noteacherswereout4+weeks.(Ifnone,pleaseaddastatementtoyourfile)
____Copyofletter(s)sent____Classlist(s)showingstudentswhoreceivedtheletter
Principal_____________________________________Date___________________
TitleICoordinator______________________________Date:_________________
NOTES:____________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
90
Attachment A
Title I/School Improvement Plan

Document Checklist
2014-2015
School:
Date:
Requirements for Title I Plan:

Completed SIP
Yes
No
Yes
No
Attachment A: Title I/School Improvement Plan Document Checklist

Attachment B: Title I/School Improvement Planning Team form(s)
Title I School Improvement Components (Embedded in State SIP Template):
Component 1 Comprehensive Needs Assessment
Component 2 Schoolwide Reform Strategies
Component 3 Highly Qualified Teachers
Component 4 Professional Development
Component 5 High Quality Teacher Retention
Component 6 Parental Involvement
Component 7 Preschool and Post-Secondary Programs
Component 8 Assessment Information Strategies
Component 9 Support Strategies
Component 10 Coordination of Federal Programs
School Title I Compliance (Audit) Contact Name:

Yes
No
Hard Copies of SIP and Attachments A & B sent to your Title I Coordinator.
Principals Signature
Date
Appendix C
91
AttachmentB
Title I/School Improvement Plan

Planning Team for 2014-2015
School:
Meeting Date:
The comprehensive plan shall be developed with the involvement of parents and other members
of the community to be served and individuals who will carry out such plan, including teachers,
principals, and administrators and, if appropriate, pupil services personnel, technical assistance
providers, school staff, and, if the plan relates to a secondary school, students from such school.
Please print and sign your name on the appropriate line below. (Use a new signin sheet for each team planning session.)
SIP Team
Member
Printed/Typed Name
Signature
Date
Principal
Assistant Principal
Assistant Principal
Other:
Other:
Other:
Teacher
Teacher
Teacher
Parent
Parent
Student
Student
Appendix D Attachment B Title I SIP Planning Team 1415
92
DATE
POLK COUNTY SCHOOLS
NO CHILD LEFT BEHIND
PRINCIPALS ATTESTATION FORM
February 11, 2015
Source: FTE Survey 3 Report, February 2015
In accordance with No Child Left Behind Legislation, I, NAME, Principal, hereby attest that
School Name is not in compliance with the requirements of Section 1119 of the No Child
Left Behind Act of 2001.
As of the FTE Survey 3 Report of February 11, 2015, the following employees have not
documented proof of satisfying the requirements to achieve Highly Qualified status:
Please sign, date and return the original letter to the District Certification Office, Route E
attention Lois Schuck.
______________________________
Signature of School Principal
Appendix E Non HQ Attestation Letter
______________________________
Date
93
DATE
POLK COUNTY SCHOOLS

NO CHILD LEFT BEHIND
PRINCIPALS ATTESTATION FORM
February 11, 2015
Source: FTE Survey 3 Report, February 2014
In accordance with No Child Left Behind Legislation, I, NAME,
Principal, hereby attest that SCHOOL Name is in compliance with the requirements
of Section 1119 of the No Child Left Behind Act of 2001.
Please send the signed original to Rhonda Ashley in the Federal Programs
Department, District Office Route E by May 1, 2015.
______________________________
Signature of School Principal
Appendix F Highly Qualified Attestation Form
______________________________
Date
94
Appendix G Sample Time and Effort Log
95
Semi-Annual Certification Statement
I hereby certify that 100% of my time and effort was spent on Title I activities
for the period of July 1 through December 31.
(100% Title I Funded)
Date
Employee Signature
Date
Employee Name Typed
Date
Supervisor/Principal Signature
Date
Supervisor/Principal Name Typed
School:
Submit original signed document to: Title I Office

District Office
Route E
Appendix H Semi Annual Time and Effort Certification
96
HOURLY PERSONNEL ACTIVITY (PAR) FORM INSTRUCTIONS

Instructions: Complete this form to document time spent during each day on activities related to each of the
programs or funding sources through which you are paid. Sign at the bottom of the sheet to certify that the
total time is accurate. Forward your Personnel Activity Report Form (PAR) to your supervisor for certification
and processing. Maintain backup documentation in your files to verify your PAR (for example, pages from daily
planner.) This documentation should be kept for five years.
1.
2.
3.
4.
5.
6.
7.
8.
Insert your name, month and year for the current reporting period, work location, SAP number and date submitted at
the top of your PAR (Personnel Activity Report) form. NOTE: The form should be saved to your computer hard drive
for access each month. DO NOT TYPE IN THE BRIGHT YELLOW TOTALS COLUMN ON THE RIGHT HAND SIDE OF THE
SPREAD SHEET OR THE BOTTOM OF THE SPREAD SHEET!
List the two or three funding sources or grant programs and their percentages to which your salary is charged during
the time period covered by the form (see Principal for funding sources). Enter a separate funding source and
percentage in each column. You may wish to save this information, so you won't need to re-enter it each time you
complete a report.
Column D is used for "other" hours/days that you do not work on the job. This would include Holiday, Sick Time, Jury
Duty, Personal Sick-Time, Vacation, etc. Identify the time in the TASK column. Enter the hours NOT worked in
Column D. See Sample Form for examples.
For each day of the month (1-31), enter the number of hours in 1/4 hour increments (15 =.25; 30 =.50; 45 =.75) you
actually worked that day on each of the programs you listed in columns A, B & C. Record the weekend or holiday, sick
day or vacation day, in the "TASK" column as applicable (see Sample Form ). NOTE: If you worked a partial day,
enter the hours worked in the proper column, and indicate the reason for a partial day by making a note in the
"TASK" column (see Sample Form). To add rows to complete a month, you must add lines as stated below to
preserve the formulas: go to the farthest column with grey numbers on the left side of your spreadsheet. Highlight
the row and then click on the right side of the mouse. Select "copy". Stay in the column of numbers and go down
to the next empty white row and click on the right side of the mouse and select "insert copied cells". Do this as
many times as necessary to complete your monthly reporting. One month may end up several pages long, but you
only want one total for monthly work.
(a) Review the daily totals column to verify that the number of hours entered equals the number of hours actually
worked for a given day.
(b) At the end of the month, review the hours of time actually worked on each program to verify that it equals 100%.
At the end of the month, print the completed form off your computer, sign, date and submit the form to your
supervisor. NOTE: The form does not have to be printed in color.
After submitting the signed hard copy to your supervisor, it is recommended that you save the completed form on
your computer hard drive such as "PAR Report for July 06", while also maintaining the original blank form on your
hard drive to use in completing future reports.
Your supervisor will sign and submit a copy of the signed form to the District Office, Finance, Federal Funds, Rte E,
where it will be reviewed for completeness and accuracy. If necessary, forms that need revisions or corrections will
be returned to the supervisor, who will forward to individual employees to make necessary changes in the computer
version. Revised forms will be printed, signed, and resubmitted to the supervisor, who will sign and forward to the
Finance office for further distribution. If you have problems printing after you have added lines to this log, see the
tip below in blue type.
After you have completed the log, look at the tool bar across the top of excel. Select file, then go to page set
up. I selected 68% of the normal size to make sure the yellow total column is included in the document. Then
I selected print preview after again going to file on the tool bar across the top. After I got there, I went to the
tool bar across the top again and selected page break preview. Move the blue lines across to include the
totals column and down far enough so you get two pages. The total will be at the bottom of page two. This
should work for you.
Appendix I PAR Instructions
97
Figure 1 Sample Personnel Activity Report (PAR)
Appendix I Sample PAR
98
CLASSROOM TEACHER JOB DESCRIPTION

The duties and responsibilities of the Classroom Teacher include:
Planning and implementing a program of instruction that adheres to the districts

philosophy, goals and objectives
Making purposeful and appropriate lesson plans which provide for effective teaching
strategies and maximizes time on task
Planning and implementing a program of study designed to meet individual needs of

students
Creating a classroom environment conducive to learning by employing a variety of

appropriate teaching strategies
Encouraging student enthusiasm for the learning process and the development of good
study habits
Providing progress and interim reports as required

Planning and prescribing purposeful assignments for paraprofessionals, tutors and
volunteers as needed
Recognizing learning problems and making referrals as appropriate

Demonstrating a strong grasp of subject matter
Using effective oral and written expression
Keeping current in subject matter knowledge and learning theory and is willing to share
this knowledge for the continual improvement of the schools curriculum
Assisting in the on-going curriculum revision process, including the revision of written
courses of study
Assisting in the selection of books, equipment and other instructional materials

Developing, in accordance with district and building guidelines, reasonable rules of
classroom behavior and appropriate discipline techniques which are consistently applied
Taking necessary and reasonable precautions to protect students, equipment, materials

and facilities
Continuing professional growth through attendance at workshops, seminars,

conferences, and/or advanced coursework at institutions of higher learning
Appendix J Classroom Teacher Job Description

99
Evaluating accomplishments of students on a regular basis using multiple assessment

methods such as teacher-made test, sample of students work, mastery skills check lists,
criterion-referenced tests and norm-referenced tests
Making appropriate adjustments in the instructional program based on assessed results

Ability to work cooperatively with parents, school districts and agencies in providing
services to students
Coordinating of work tasks to establish priorities, setting goals and meeting deadlines
Face-to-face discussions and contact with individuals and/or teams
Working with students, internal and external contacts, and with the public
Contacting parents regarding student successes and needs
Classroom Teachers work with administration on additional activities as necessary and perform
other duties as may be assigned. TERMS OF EMPLOYMENT.
Appendix J Classroom Teacher Job Description

100
Network Manager Job Description

This position exists to coordinate the installation and management of instructional and non-instructional
school microcomputer networks.
The duties and responsibilities of the Network Manager may include:
Coordinates the maintenance, operation and management of existing instructional and non-instructional
school microcomputer networks.
Assists with the planning, design and installation of future network expansions as growth demands.
Performs all functions and procedures necessary to install and maintain school network hardware and
software and configures local workstations as needed.
Develops and maintains network procedures to ensure regular system backups on a timely basis for
administrative, media, foodservice and instructional networks.
Facilitates staff participation in the evaluation and selection of new software, hardware, and materials to
support instructional objectives following district hardware/software standards.
Maintains software/hardware inventory to include locations within school and a school data-wiring diagram.
Ensures software in the school is properly licensed and maintains related records.
Organizes technology resources for easy accessibility by students and staff in coordination with and support of
the school media specialist.
Maintains hardware, hardware history, file server performance status and arranges for timely repairs.
Establishes and/or maintains network security policy to ensure compatibility with district guidelines and
policy.
Works cooperatively with the school staff, the school QIC and Information Systems and Technology Division
staff.
Incorporates principles of district instructional technology plan into school technology plan. Further, ensures
school technology plan is an integral part of the school improvement plan and supports the schools
curriculum and instructional program.
Chairs the local school technology committee: oversees the development and progression of the five year
technology plan, school technology budget, maintains archives of the technology budget and five year plan,
coordinates and aligns budget, five year plan and archives with assistance of the appropriate IST departments.
Establishes environment encouraging creative and independent use of instructional technology.
Coordinates and/or provides training to school staff in network and software use.
Coordinates activities of outside technology vendors, Telecomm installations, consultants and trainers.
Encourages student development of skills in the use of instructional technology resources.
Models effective use of technology in the classroom and media center for teachers and students.
Facilitates the use of existing and emerging technology by staff and students. Some examples are Internet
usage, interactive video, media center search tools, instructional television and computer based instructional
materials.
Interprets the schools instructional technology program for staff, parents and members of the community.
Continues professional growth and development in the area of technology. Attends ongoing training pertinent
to network management and in the use of emerging software and hardware.
Keeps abreast of new developments in instructional technology.
Network Manager Teacher (continued)
Attends district network manager training and seminars.

Attends technology conferences and seminars as appropriate.
------------------------------------------------------------------------------------------------------------------------------Criteria for the position of Network Manager:
Appendix J Network Manager Job Description
101
Demonstrated ability to provide training to adults.

Demonstrated ability to establish and maintain harmonious working relationships with school teachers,
administrators, and district staff.
Ability to work patiently and effectively with staff and students, particularly those who are not yet
technologically competent.
Ability to effectively train school staff in use of network hardware and software.
Demonstrated leadership and organizational skills.
Demonstrated ability to follow through to completion those complex tasks necessary to activate and
troubleshoot network operation.
Considerable working knowledge of computer operating systems used in the school (MS DOS, Mac OS,
Windows). Demonstrated ability to analyze computer hardware and software problems. Evidence of
experience with local area networks (Ethernet, AppleTalk) and training in Novell, NT Server and/or AppleShare
networking software.
Ability to communicate clearly and concisely both orally and in writing.
A valid state teaching certificate or local certificate and teaching experience recommended and successful
technical training or experience administering local area networks required.
Require Network Operating System and workstation client certification or experience working with major
network operating systems and major client operating systems. Certification is highly desirable and expected
by the end of the first year as network manager.
Appendix J Network Manager Job Description
102
Appendix J Intervention Teacher Job Description

103

104

105
MEDIA SPECIALIST JOB DESCRIPTION

The duties and responsibilities of the Media Specialist include:
Being an integral part of the schools curriculum development

Providing students and faculty members the resources to supplement the curriculum
Planning, directing, implementing and evaluating the library program
Assisting students in becoming effective and discriminating uses of library resources
Helping students develop habits of independent reference work and skills in the use of
reference material in relation to planned assignments
Organizing library materials, equipment and facilities for effective and efficient
utilization and circulation
Planning, equipping and maintaining attractive facilities

Keeping the collection current with the constraints of the annual budget by purchasing
quality print and non print materials
Establishing an attractive and easily accessible Media Center that is conducive to

learning
Effectively utilizing clerical, volunteer, student and/or other personnel to provide quality
library service to others
Maintaining appropriate records of library materials

Processing materials simply and efficiently
Assisting students with reading selections, through a working knowledge of books and
authors in the collection
Providing leadership in all aspects of the school media program

Developing a research and library skills program relating to the needs of students
Guiding students in finding and using a wide variety of materials
Attempting to instill in students the ability to be self learners by promoting the spirit of
inquiry and teaching effective fact-finding skills
Planning with teachers, when appropriate, for meaningful and effective grade
appropriate reference work and/or literature appreciation activities for their students
Actively plans with teachers and groups of teachers to integrate library services and
multimedia materials with the instructional program
Appendix J Media Specialist Job Description
106
Evaluating and selecting materials needed to meet both the curricular and individual
needs of students, teachers and administrators who will be using the Media Center
Determining the needs of teachers and students as a basis for the selection of new
materials and equipment
Supervises the withdrawal of outdated and worn out materials

Showing professional growth by continuing with education, attending conferences, and
reading professional literature, etc.
Reading literature for appropriate grade level
Media Specialists work with administration on additional activities as necessary and perform
other duties as may be assigned. TERMS OF EMPLOYMENT.
Appendix J Media Specialist Job Description

107
GUIDANCE COUNSELOR JOB DESCRIPTION

The duties and responsibilities of the Guidance Counselor may include:
Elementary
Assisting students with academic, emotional, social or behavioral problems

Showing concern for the total need of each student (educational, vocational, personal
and social), encouraging maximum growth and development
Consulting with parents/ guardians, teachers, support staff, administration and any local
agencies which might be of assistance to the students
Providing parents/guardians with accurate, comprehensive and relevant information in

an objective and caring manner
Working with staff to enhance understanding of all aspects of the students

development and its impact on learning
Assist parents/guardians in helping students set and achieve goals

Aiding students in understanding their strengths and abilities so they may learn more
effectively
Assisting with development of students self-eteem

Provide career education activities for all students, including current, up-to-date career
awareness and developmental materials
Provide individual parent conferences when necessary

Provide individual conferences for students experiencing academic difficulty
Keeping accurate records of all counseling and guidance activities
Assisting in the evaluation of student service programs, procedures and activities
Helping with standardized testing program
Assisting in appropriate student referrals
Participate in parent-teacher conferences
Attend workshops and other professional growth activities
Guidance Counselors work with administration on additional activities as necessary and
perform other duties as may be assigned. TERMS OF EMPLOYMENT.
Appendix J Guidance Counselor Job Description

108
GUIDANCE COUNSELOR JOB DESCRIPTION

The duties and responsibilities of the Guidance Counselor may include:
Secondary
Assisting students with academic, emotional, social or behavioral problems
Working with youth who may have emotional, family or scholastic difficulties
Being familiar with universities, community colleges and trade schools In the area
Having working knowledge of college financial aid options
Familiarity with mental health programs within the community, as referrals may be
necessary
Overseeing standardized testing, as well as administering aptitude and vocational tests.
Preparing students for graduation
Checking to make sure that students have all required credits
Helping students prepare for college or other continuing education by making
information available to and assisting them with the application process
Assisting with class scheduling

Showing concern for the total need of each student (educational, vocational, personal
and social), encouraging maximum growth and development
Consulting with parents/ guardians, teachers, support staff, administration and any local
agencies which might be of assistance to the students
Assist parents/guardians in helping students set and achieve goals

Aiding students in understanding their strengths and abilities so they may learn more
effectively
Assisting with development of students self-esteem

Provide career education activities for all students, including current, up-to-date career
awareness and developmental materials
Provide individual conferences for students experiencing academic difficulty

Keeping accurate records of all counseling and guidance activities
Assisting in the evaluation of student service programs, procedures and activities
109
Attend workshops and other professional growth activities

Guidance Counselors work with administration on additional activities as necessary and
perform other duties as may be assigned. TERMS OF EMPLOYMENT.

110
E2020 Teacher Job Description
Mentor and help students as they learn (in an electronic environment) a variety of content. Help students
develop study skills that will contribute to their development as mature, able and responsible men and
women who live in a global society. Motivate all students to learn and be successful in content.
The duties and responsibilities of the E2020 Teacher include:
Teaching District approved program/curriculum

Differentiating instruction and accommodates the needs of all learners
Creating a classroom environment that is conducive to learning and the appropriate to the
maturity and interests of students
Setting clear classroom expectations for academics and behavior
Using the e2020 system to enroll students in the e2020 system, move students from activity to
activity, and provide students with opportunities to demonstrate their learning.
Monitoring students' progress within the e2020 system.
Mentoring and tutoring students in all core academic areas of Math, Language Arts,
Science, and Social Studies
Grading students' writing activities within the e2020 system
Assessing and evaluating students' academic achievement on a weekly basis and promotes
students as they accomplish their learning goals; keeps accurate records of student
achievement; prepares progress reports for students and parents
Communicating with parents, counselors, and others who are involved in the students' life.
Troubleshooting common computer issues as related to opening files and playing
video.
Supervising students as they use the e2020 system in district computer labs ensuring that
students stay on task and progress through their assigned course.
Communicating effectively in a variety of media with Students,
Counselors, Administrators, and any other member of the organization.
use higher order reasoning and technical skills in order to aid and
mentor students as they progress.
Other duties as assigned by School Administration
Appendix J e2020/Edgenuity Teacher Job Description

111
Appendix J Psychologist Job Description

112
Appendix J Psychologist Job Description

113
Appendix J School Based Coach Job Description
114
115
116
PARAEDUCATOR
BASIC CLASSROOM (INSTRUCTIONAL)
The duties and responsibilities of the Paraeducator (Instructional) include:
Providing consistent, ongoing academic support to reinforce learning

Assisting students with writing, math, reading, vocabulary, and/or reinforcing concepts
to prepare the student for the next academic unit
Being fully involved in the education of the students in the classroom, follow the
instructions and requests of the classroom teacher
Assisting the classroom teacher in making sure the classroom and all instructional
materials are prepared for the next day before leaving for the day
Seeking to help students understand and learn various academic subjects

Understanding and patience
Working one-on-one or in a group setting with students who need assistance
Having excellent communication skills, both verbal and written
Being relatable to students to establish a trusting relationship
Familiarity with instructional materials
Keeping detailed lessons plans and/or schedule of their time
Communicating with the classroom teacher
Informing the classroom teacher of academic concerns with regard to the student
Paraeducators may not provide any instructional service to a student unless the paraeducator is
working under the direct supervision of a teacher.
Paraeducators may assume limited duties that are assigned to similar personnel who are not
working in a program supported with Title 1 funds, including duties beyond the classroom (e.g.,
lunch duty, bus duty, etc.). The amount of time spent on such duties should not exceed that of
other paraeducators. Paraeducators work with administration on additional activities as
necessary and perform other duties as may be assigned. TERMS OF EMPLOYMENT.
No front desk, clerical type work allowed.
Appendix J Paraeducator Job Description

117
PARAEDUCATOR
PARENT INVOLVEMENT
The duties and responsibilities of the Parent Involvement Paraeducator include:
Supporting teachers and site administrators in strengthening the capacity of parents to

support their childrens learning and development at home
Coordinating parent and student awareness of and contacts to school, family and
community services and resources
Developing, maintaining and improving relationships with parents, students and the
community
Conducting home visits and making telephone calls as necessary

Having excellent communication skills, both verbal and written
Keeping detailed lessons plans and/or schedule
Communicating with the classroom teacher
Assisting the Parent Involvement Teacher or Title 1 Facilitator with the Title 1 Audit Task
Kit (TASK)
Building Capacity Activities
lunch duty, bus duty, etc.) The amount of time spent on such duties should not exceed that of
other paraprofessional.
Parent Involvement Paraeducators work with administration on additional activities as

necessary and perform other duties as may be assigned. TERMS OF EMPLOYMENT.

118
PARAEDUCATOR/PARAPROFESSIONAL
MEDIA, ESE BASIC, ESE CLUSTER, NETWORK MANAGER
The duties and responsibilities of the Paraeducators listed above include:
The Media Paraeducator will assist the Media Specialist in the Media Center
The ESE Basic Paraeducator will assist the ESE teacher in the classroom
The ESE Cluster Para will assist in the ESE classrooms
The Network Manager Paraeducator will assist the Network Manager
lunch duty, bus duty, etc.) The amount of time spent on such duties should not exceed that of
other paraprofessionals.
Paraeducators work with administration on additional activities as necessary and perform other
duties as may be assigned. TERMS OF EMPLOYMENT.

119
120
121
Title One
Professional Development Cover Sheet
Choose below the type of Professional Development Activity. Create a packet, using
this document as the cover sheet, with the appropriate requirements as noted.
_____ School-based PD (All Core Academic/Parent Involvement PD at your school)
o Justification ___ SIP ____ Data ____ Other: Specify _______________
o Attach copies of Notification, Agenda, Sign-in sheet
o Presenter: Name ____________________ Position _____________________
o Follow-up Attach copy of Target/Arrow, Lesson plans, etc.
_____ District-wide PD (All PCSB initiatives, regardless of funding)

o Notification/flyer
o Temporary Duty Leave(s)
_____ Off-Campus PD (PD off-campus paid with Title I funds)

o Justification ___ SIP ____ Data ____ Other: Specify ______________
o Temporary Duty Leave(s)
o Conference /Workshop registration form
o Conference/Workshop Agenda
o Follow-up/Evidence of Implementation
Complete this form and attach requested copies for each professional development activity.
File in TASK under Professional Development #2.
Appendix K Professional Development Cover Sheet

122
2014
Title I
ANNUAL PARENT MEETING
TASK Documentation
School: _________________________
Dates/Times of Meetings: _______________ ________________
Please attach the following documentation: provide sample of all languages.
Notification to parents of Title I Annual Meeting
Date notification was sent:_______________
(Attach documentation for all that apply)
How was the meeting advertised? ____flyer ____school marquee
____website
____connect-Ed
___other:_____________________________________________________________________________
Agenda stating Title I Annual Parent Meeting

Sign-in sheets of parents who attended.
Evaluation
(attach copies showing parent comments, suggestions or input)
Annual Meeting Report

Resources or information
(with Principals signature.)

(Attach copies given out to parents)
Meal request Form (if applicable)

*Must hold annual parent meeting by November. 1, 2014.
*Meetings must be offered at flexible dates and times.
Scan documents as a packet and file in online eTASK and TASK Box in the Parent Involvement section
under Annual Parent Meeting.
Appendix L Annual Meeting TASK Cover Sheet

123
2014 Title I Annual Parent Meeting Report

_________________School
Meeting
Dates
Meeting
Times
The law states that the annual parent meeting must

be offered at flexible dates/times.
Total
in
attendance
# of
students
represented
TOTAL
TOTAL
School
Population
%
of
attendance
TOTAL %
2013-2014 School year

*Percentage represented = # of students represented at meeting
School Population
1.
Was there an increase in the % of attendance from 2013-2014 to this year 2014-2015?______________
2.
How was the meeting advertised?

student agenda/planner
3.
Were parents notified of meeting in a timely manner?

What date did your notification(s) go out to parents?
4.
Presentation of Title I information: District and School Parent Involvement Plan, School Compact and Conferencing, Parents Right To Know.
Did you review the Power Point What is Title I? presentation?
Did your school use the video The Nuts and Bolts of Title I provided by Title I?
5.
Other topics discussed at Annual Meeting:

Curriculum: school and grade level
State Assessments & Achievement Levels
flyer
Invitation
other:
school marquee
website
connect-Ed
Progress Monitoring & proficiency standards

Implications of Assessment Results: School Grade
6.
Did you provide your parents with a calendar of events (Activities that Build Capacity) for the school year?
Do the events on your calendar match what is outlined in your Parent Involvement Plan?
Did you provide parents with information on opportunities to participate in upcoming events(based on calendar)?
7.
Barriers: Did you provide;

Information in other languages;
8.
How will the information presented and distributed be given to parents who did not attend the meeting?
childcare,
transportation
other:
.
translation services
refreshments
Comments from Parent Evaluations:
School Comments:
Principal's Signature: _________________________________________

School Parent Involvement Contact Signature: _______________________
Date: ___________________
Date: ___________________
File a copy of this report in TASK PI Annual Parent Meeting by November 1, 2014
Annual meeting cover sheet with invitation, agenda, evaluations, sign-in sheets must be kept in TASK as documentation.
Appendix L Annual Parent Meeting Report

124
Title I Family Involvement

Annual Parent-Teacher Conference Log
2014-2015
School: _________________
Student
Name
Parent
Signature
Grade____ Teacher___________
Face
to
Face
Calls
Date
of
Conference
Compact
Referenced
Yes/No
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Appendix M Elementary Conference Log

125
Office Use
Date Received:
Approved by:
Date:
REQUEST FOR A TITLE I-FUNDED MEAL

FOR A PARENTAL INVOLVEMENT EVENT
Fill in the information requested below and email the form to your Title I
Coordinator for approval two weeks prior to even. Do not make purchases
for this event prior to receiving approval.
School:
Name of person making request:
Phone number:
Event:
Date of Event:
Meal to be served:
Items to be supplied by other groups, if applicable (for example, PTO will provide dessert):
Target audience:
Anticipated number of attendees:
Academic focus: (Be specific; for example, 45-minute workshop for Kindergarten parents to better
understand the format of the standards-based achievement report):
Relationship to School Improvement Plan and/or Parental Involvement Plan:
File: TASK In Parent Involvement (copy with procurement card report)
Appendix N Request for Meals Form

126
Title One Parent Involvement

Activities that Build Capacity
For more effective Parent Involvement.
School: _______________________________
Date: _________________ Time:____________
Activity/Parent Workshop: _____________________
(Core Curriculum, Technology, Testing, Graduation, Grade Level Expectations, other)
Attach for each activity:

Notification: How did you advertise to inform parents to attend?
Agenda
o Description of Activity-(This can be listed on the agenda)
Sign in Sheets
Evaluation (include a few samples)
Resource Materials: Attach a copy or provide a description of any information or resources

given to parents.
Meal Form-if any food was purchased with Title I funds.
File in TASK Parent Involvement Activities that build capacity.
Appendix O Activities That Build Capacity

127
Appendix P Right to Know Letters

128

129

130
Word file versions of each of these letters can be found in the TASK HUB under:
TASK HUB >> 04_Highly_Qualified >> Four_Week_Notification_Letters
Appendix Q Four Week Notification Letters

131
Appendix R Non-Inventoried Capital Outlay

132
Surplus_Title_I_SCHOOLNAME.xls
Loc. #
School
Asset/ID #
Cost or N/I
Description
Appendix S Surplus Equipment Disposal Request

133
Title One
Curriculum Planning Justification Form
School
Dates for Planning
Core Academic Area(s) being addressed:

Reading/Language Arts
Writing
Is requested planning reflected in the SIP?
Math
Science
Yes
No
Describe product that will result from planning
*Sample of product developed must be kept on file in TASK Box.
Number of Teachers Participating

Estimate of Title I Budget costs:
Note:
Sub Costs $108.80/day
Grade Level(s)
$
Substitutes: Number of Subs
Total Cost:
Special Activity Payroll cost: Total Hours
Total Payroll Costs
For Payroll Costs

see Budget section
of Guidelines
Please submit an Agenda for the planning time with this Form.
I confirm that the following guidelines are/will be met with the requested curriculum planning:
1. Curriculum developed is above and beyond regular lesson planning.
2. A sample of the product developed will be kept on file in the TASK Box, Budget #7.
3. The planning is collaborative, not independent, in nature.
4. The curriculum planning is reasonable in scope, time, and costs.
Principals Signature ____________________________________
Date ________________
Please send this form and Agenda to the Title One office at least 2 weeks prior to the requested
curriculum planning dates. Attach an approved copy with your Special Activity Logs.
Office Use: Date Received: _________ Approved by: ______________________ Date: ___________
Appendix T Curriculum Planning Justification

134
Title One
Educational Fieldtrip Justification Form

School:
Name of instructor completing form:
Date of Trip
Destination:
Grade Level(s) OR Target group attending:
# Students Attending
The requested fieldtrip is planned as part of a learning experience to support the curriculum in the
following manner:
Attached is educational information to justify educational relevance and support curriculum.

Follow-up activities will include:
COST:
Admission cost per student:
Cost of buses:
Buses:
Type: __________
Charter buses require a contract and E-agenda approval.
Cost Center
Functional
Area
Fund
GL/Account
42041015
Admission
Buses
Title I Funded Program: G42041015-01
Administrators Signature
Date
Please return this form to the Title One office prior to the requested fieldtrip. Attach an approved copy with requisitions/Eagenda/voucher.
Office Use:
Date Received: ________ Approved by: _______________ Date: _________
Appendix U Field Trip Justification Form
135
Functional
GL
Area
Account
Account Title and Description
5100
5100
5100
4120000
4120000
4120000
Classroom Teachers Classroom Teachers - Salaries for Classroom Teachers
5100
4120000
Classroom Teachers Classroom Teachers - Stipends - Classroom Teachers and Interventionists for
extended tutoring to provide supplementary after school /summer school tutoring
5100
4130000
5100
4130000
5100
5100
5100
5100
5100
4140000
4140000
4150000
4150000
4160000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Salaries - Network
Manager Teacher
Other Certified Instructional Personnel Other Certified Instructional Personnel - Stipends to provide
supplementary support for reading, writing, math and/or science instruction and for extended learning
program tutoring (Media Specialists, Network Managers, Guidance Counselors, School Psychologists,
Coaches)
Substitute Teachers Substitute Teachers - Salaries - Permanent Substitute (pending certification)
5100
5100
5100
5100
5100
5100
4210000
4220000
4231000
4232000
4240000
4310300
Retirement Retirement - Instructional
5100
4310900
Professional and Technical Services Professional and Technical Services - Reimbursement for salaries
and benefits for Charter School Instructional Personnel
5100
4310000
Professional and Technical Services Professional and Technical Services - Technical support fees for help
given by vendor on how to use items purchased for use in the classroom
5100
5100
5100
5100
4330000
4350000
4360000
4370000
Travel Travel - Registration fees and mileage reimbursement for teachers attending book fairs
5100
5100
4390000
4510000
5100
5100
5100
4520000
4610000
4621000
5100
4622000
Classroom Teachers Classroom Teachers - Salaries for E2020 Teacher

Classroom Teachers Classroom Teachers - Salaries for Interventionists to support reading, writing, math,
literacy and/or science instruction
Substitute Teachers Substitute Teachers - Stipends for tutoring

Aides Aides - Salaries - Classroom Paraeducators
Aides Aides - Salaries - Computer Lab Paraeducators
Other Support Personnel Other Support Personnel - Stipends for Secretaries providing tutoring services
for students after contract hours
Social Security Social Security - Instructional
Health and Hospitalization Health and Hospitalization - Instructional
Life Insurance Life Insurance- Instructional
Workers Compensation Workers Compensation - Instructional
Professional and Technical Services Professional and Technical Services - Kelly Services Reimbursement
for payment to substitutes
Repairs and Maintenance Repairs and Maintenance - Instructional equipment and Title I portables
Rentals Rentals - Software maintenance fees and internet access (Renaissance Learning, Inc.), E books
Communications Communications - Postage to return items purchased that were intended for instructional
use
Other Purchased Services Other Purchased Services - Film processing, printing
Supplies Supplies - Area rugs, battery chargers, book stands, book trucks, calculators, cameras, carts, CD
players, chart stands, staplers, xerox paper, construction paper, pencils, pens, folders, crayons, file
folders, clasp envelopes, rulers, scissors, post-it-notes, index cards, chalk, markers, CDs, binders, labels,
highlighters, rubberbands, glue, stop watches, printer cartridges, I PAD APPS, book readers (Kindle-unit
cost less than $250.00), paper back books and to provide supplementary supplies to support tutoring
programs in reading, writing, math and science and other consumable items that will be used in the
classroom (unit cost less than 250.00)
Textbooks Textbooks - Supplemental textbooks and workbooks for classroom use
Library Books Library Books - Supplementary reading books for classroom library
Audio Visual Materials Capitalized Audio Visual Materials Capitalized - $1,000.00 or More - CD's, charts,
DVD's, globes, maps
Audio Visual Materials Non-Capitalized Audio Visual Materials Non-Capitalized - $250.00 to $999.99 CD's, charts, DVD's, globes, maps
Appendix V Expenditure Guidelines 1 | P a g e

136
Furniture, Fixtures and Equipment Capitalized Furniture, Fixtures and Equipment Capitalized - $1,000.00
or more - Binding machines, cameras, camcorders, chalkboards, document cameras, digital video
players/recorders, dry erase boards, electronic learning devices, learning centers, laminators, letter/shape
cutting machines and dies for machines, microscopes, portable sound enhancement, poster printers,
projectors & accessories, reading centers, receivers, robotics kits, scientific models and equipment,
scientific probes and sensors, test-scoring devices, televisions, transmitters, translating machines, white
board tables
Furniture, Fixtures and Equipment Non-Capitalized Furniture, Fixtures and Equipment Non-Capitalized
$250.00 to $999.00 - Area rugs, battery charging stations, big book stands, binding machines, block bins
w/blocks, book cases, book trucks, calculators/kits, card readers, carts, CD players, chairs, chalkboards,
chart stands, desks (teacher), digital timers, digital video players, display boards/units, dry erase boards,
easels, electric hole punches, electronic learning devices, file cabinets, heavy duty staplers, laminators,
letter/shape cutting machines and dies for machines, listening stations, microscopes, paper cutters, paper
folding machines, play furniture, portable sound enhancement, projector accessories, reading centers,
receivers, robotics kits, scientific models and equipment, shelves, scientific probes and sensors, storage
units, study carrels, tables, televisions, test scoring devices, translating machines, tripod, wireless
communications devices (e.g. Bluetooth receivers, wireless HDMI adapters)
5100
4641000
5100
4642000
5100
4643000
Computer Hardware Capitalized Computer Hardware Capitalized $1,000.00 or more - Carts-for computers
and mobile learning devices, computers, desktop virtualization hardware, digital camcorders, digital
cameras, digital video recorders/players, disk drives, document cameras, electronic learning devices that
work w/computers, hard drives, inter-active projectors, interactive tables, response systems & white
boards, laminators, LCD panels, LCD projectors (e.g. EIKI), microscopes that work w/computers, mobile
learning devices (i.e.ipad/kindle), monitors, portable sound enhancement, poster printers, printers, printer
accessories, projectors & accessories, receivers, robotics kits, scientific models and equipment,scientific
probes and sensors,scanners, tablet computers, video carts and accessories, wireless access points,
wirless slates (e.g. SMART Slate, Wicomm)
5100
4644000
Computer Hardware Non-Capitalized Computer Hardware Non-Capitalized $250.00 to $999.00 - Cables,

carts-for computers and mobile learning devices, computer docking stations, desktop virtualization
hardware, digital video recorders/players, disk drives, DVD burners, electronic devices that work
w/computers, expansion cards, hard drives, interactive tables,keyboards, LCD panels, memory chips,
microscopes that work w/computers, monitors, portable sound enhancement, printers, printer accessories,
projector accessories, receivers, robotics kits, scientific models and equipment,scientific probes and
sensors,speakers, sound cards, surge protectors, UPS (Uninterrupted power source), video cards, carts
and accessories, wireless access point, wireless communications devices (e.g. Bluetooth receivers,
wireless HDMI adapters)
5100
4691000
Computer Software Capitalized Computer Software Capitalized - $1,000.00 or More - Computer programs,
software site licenses
5100
4692000
Computer Software Non-Capitalized Computer Software Non-Capitalized - $250.00 to $999.99 - Computer

programs, software site licenses
5100
5100
4730000
4751150
Dues and Fees Other Purchased Services - Student admission fees for field trips
5200
5200
5200
4120000
4120000
4120000
5200
4130000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Salaries for ESE Network
Manager Teacher
5200
4130000
5200
5200
5200
5200
4140000
4150000
4150000
4160000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Stipends for tutoring after
contract hours - ESE Network Manager Teachers, Coaches, Guidance Counselors, School Psychologists,
Media Specialists
Substitute Teachers Substitute Teachers - Salaries - ESE Permanent Substitute (pending certification)
5200
5200
4210000
4220000
Other Personal Services Other Personal Services - Retired Teachers paid as substitutes for tutoring
students
Classroom Teachers Classroom Teachers - Salaries for ESE Interventionist
Classroom Teachers Classroom Teachers - Salaries - ESE Classroom Teachers
Classroom Teachers Classroom Teachers - Stipends for ESE Classroom Teachers and Interventionists for
extended tutoring
Aides Aides - Salaries - ESE Classroom Paraeducators

Aides Aides - Stipends - ESE Classroom Paraeducators for tutoring after contract hours
Other Support Personnel Other Support Personnel - Stipends for ESE secretaries to tutor ESE students
after contract hours
Retirement Retirement - ESE
Social Security Social Security - ESE

137
5200
5200
5200
5200
4231000
4232000
4240000
4310300
Health and Hospitalization Health and Hospitalization - ESE
5200
4310000
Professional and Technical Services Professional and Technical Services - Technical support fees for help
given by vendor on how to use items purchased for use in the ESE classroom
5200
4350000
Repairs and Maintenance Repairs and Maintenance - Fees to repair equipment purchased with Title I
funds for ESE centers
5200
4360000
Rentals Rentals - Software maintenance agreement and access to the internet for ESE instructional
programs, E books
5200
5200
4370000
4390000
Communications Communications - Postage to return items purchased for ESE instructional use
5200
4510000
5200
5200
5200
4520000
4610000
4621000
Supplies Supplies - Area rugs, battery chargers, book stands, binding machines, book cases, book trucks,
calculators, cameras, carts, CD players, chairs, chart stands, DVD players, electric hole punches, staplers,
xerox paper, construction paper, pencils, pens, folders, crayons, file folders, clasp envelopes, rulers,
scissors, post-it-notes, index cards, chalk, markers, CDs, binders, labels, highlighters, rubberbands, glue,
stop watches, printer cartridges, paper back books, sensory stimulation equipment, flash cards, I PAD
APPS, book readers (Kindle-unit cost less than $250.00), and other consumable items that will be used in
the ESE classroom (unit cost less than 250.00)
Textbooks Textbooks - Supplemental textbooks and workbooks for ESE classrooms
5200
4622000
5200
4641000
5200
4642000
Life Insurance Life Insurance - ESE

Workers Compensation Workers Compensation - ESE
Professional and Technical Services Professional and Technical Services - Kelly Services Reimbursement
for payment to substitutes
Other Purchased Services Other Purchased Services - Film processing, printing, fees for transporting
portables earmarked for ESE classroom use
Library Books Library Books - ESE classroom libraries

Audio Visual Materials Capitalized Audio-Visual Materials Capitalized $1,000.00 or more Augmentative/alternative communication devices, charts, DVD's, globes, maps, sensory stimulation
materials
Audio Visual Materials Non-Capitalized Audio Visual Materials Non-Capitalized - $250.00 to $999.00 Augmentative/alternative communication devices, CD's, charts, DVD's, globes, maps, sensory stimulation
materials
Furniture, Fixtures and Equipment Capitalized Furniture, Fixtures and Equipment Capitalized $1,000.00 or
more - Adaptive equipment, assistive technology, augmentative/alternative communication devices,
binding machines, cameras, camcorders, chalkboards, digital cameras, document cameras, digital video
players/recorders, dry erase boards, electronic learning devices, learning centers, laminators, letter/shape
cutting machines and dies for machines, microscopes, portable sound enhancement, poster printers,
projectors & accessories, reading centers, receivers, robotics kits, scientific models and equipment,
scientific probes and sensors,sensory stimulation equipment, test-scoring devices, televisions,
transmitters, translating machines, video cameras, white board tables
Furniture, Fixtures and Equipment Non-Capitalized Furniture, Fixtures and Equipment $250.00 to $999.00
- Adaptive equipment, area rugs, assistive technology, augmentative/alternative communication devices,
battery charging stations, big book stands, binding machines, block bins w/blocks, book cases, book
trucks, calculators/kits, card readers, carts, CD players, chairs, chalkboards, chart stands, desks (teacher),
digital timers, digital video recorders/players, display boards/units, dry erase boards, easels, electric hole
punches, electronic learning devices, file cabinets, heavy duty staplers, laminators, letter/shape cutting
machines and dies for machines, listening stations, microscopes, paper cutters, paper folding
machines,play furniture, portable sound enhancement, poster printers, projector accessories, reading
centers, receivers, robotics kits, scientific models and equipment,scientific probes and sensors,sensory
stimulation equipment, shelves, storage units, study carrels, tables, televisions, test scoring devices,
translating machines, tripods, wireless communications devices (e.g. Bluetooth receivers, wireless HDMI
adapters)

138
5200
4643000
Computer Hardware Capitalized Computer Hardware Capitalized $1,000.00 or more - Adaptive equipment,
assistive technology, augmentative/alternative devices, carts-for computers and mobile learning devices,
computers, desktop virtualization hardware, digital camcorders, digital cameras, digital video
recorders/players, disk drives, document cameras, electronic learning devices that work w/computers, hard
drives, inter-active projectors, interactive tables,response systems & white boards, LCD panels, LCD
projectors (e.g. EIKI), microscopes that work w/computers, mobile learning devices, monitors, portable
sound enhancement, poster printers, printers, printer accessories, projectors & accessories, receivers,
robotics kits, scientific models and equipment,scientific probes and sensors,scanners, sensory stimulation
equipment, tablet computers, video cameras, video carts and accessories, wireless access points, wirless
slates (e.g. Airliners, Wicomm)
5200
4644000
Computer Hardware Non-Capitalized Computer Hardware Non-Capitalized $250.00 to $999.00 - Adaptive

equipment, augmentative/alternative devices, assistive technology, cables, carts-for computers and mobile
learning devices, computer docking stations,desktop virtualization hardware, digital camcorders, digital
video recorders/players, disk drives, DVD burners, electronic learning devices that work w/computers,
expansion cards, hard drives, interactive tables,keyboards, mobile inter-active devices, response systems
& white boards, LCD panels, memory chips, microscopes that work w/computers, monitors, portable sound
enhancement, printers, printer accessories, projector accessories, receivers, sensory stimulation
equipment, robotics kits, scientific models and equipment,scientific probes and sensors,speakers, sound
cards, surge protectors, UPS (Uninterrupted power source), video cards, carts and accessories, wireless
access points, wireless communications devices (e.g. Bluetooth receivers, wireless HDMI adapters)
5200
4691000
Computer Software Capitalized Computer Software Capitalized - $1,000.00 or more - Computer programs
and software licenses
5200
4692000

programs and software licenses
5200
5200
6120
4730000
4751150
4130000
Dues and Fees Other Purchased Services - Student admission fees for field trips - ESE
6120
4130000
6120
6120
6120
6120
6120
6120
4210000
4220000
4231000
4232000
4240000
4310900
6120
4510000
Supplies Supplies - Chart stands, staplers, xerox paper, construction paper, pencils, pens, folders,
crayons, file folders, clasp envelopes, rulers, scissors, post-it-notes, index cards, chalk, markers, binders,
labels, highlighters, rubberbands, glue, printer cartridges, paper back books, I PAD APPS, book readers
(Kindle-unit cost of less than $250.00) and other consumable items that will be used in the Guidance
Counselor or School Psychologist office (unit cost less than 250.00)
6150
4120000
Classroom Teachers Classroom Teachers - Stipends for Classroom Teachers and Interventionists for
Family Involvement Activities
6150
4130000
6150
6150
6150
4150000
4150000
4160000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Stipends- Coaches, Media
Specialists, Guidance Counselors, School Psychologists, Network Manager Teachers for Parent
Involvement Activities
Aides Aides - Salaries - Family Involvement Paraeducators
6150
6150
6150
4210000
4220000
4231000
Other Personal Services Other Personal Services - ESE retired classroom teacher substitutes tutoring
Other Certified Instructional Personnel Other Certified Instructional Personnel - Salaries - Guidance
Counselors
Other Certified Instructional Personnel Other Certified Instructional Personnel - Salaries - School
Psychologist
Retirement Retirement - Guidance Counselor, School Psychologist
Social Security Social Security - Guidance Counselor, School Psychologist
Health and Hospitalization Health and Hospitalization - Guidance Counselor, School Psychologist
Life Insurance Life Insurance - Guidance Counselor, School Psychologist
Workers Compensation Workers Compensation - Guidance Counselor, School Psychologist
Professional and Technical Services Professional and Technical Services Reimbursement for salaries and
benefits for Charter School Guidance Counselor, School Psychologist
Aides Aides - Stipends - Paraeducators assisting with family involvement activities

Other Support Personnel Other Support Personnel - Stipends - Family Involvement - Child Care,
Interpreters, and Food Service Workers for Family Involvement Activities
Retirement Retirement - Family Involvement
Social Security Social Security - Family Involvement
Health and Hospitalization Health and Hospitalization - Family Involvement

139
6150
6150
6150
4232000
4240000
4310000
Life Insurance Life Insurance- Family Involvement
6150
4310900
Professional and Technical Services Professional and Technical Services - Reimbursement for activities
and salaries and benefits for Charter School Parent Involvement Personnel
6150
6150
4330000
4350000
Travel Travel - Travel related expenses for teachers visiting parents at home
6150
6150
6150
6150
4360000
4370000
4390000
4510000
Rentals Rentals - Internet service rental and software maintenance for parent involvement, E Books
6150
6150
4610000
4621000
6150
4622000
Audio Visual Materials Non-Capitalized Audio Visual Materials Non-Capitalized $250.00 to $999.99 - CDs,
charts, DVDs, globes, maps
6150
4641000
more - Camcorders, cameras, copiers, digital video players/recorders, document cameras, dry erase
boards, electronic learning devices, laminators, portable sound enhancement, poster printers, projectors &
accessories, receivers, school-to-home communication devices (e.g. phone trees), translating machines,
televisions, transmitters, white board tables
6150
4642000
6150
4643000
6150
4644000
6150
4691000
$250.00 to $999.99 - Area Rugs battery charging stations, book cases, camcorders, carts, CD players,
chairs, chalkboards, chart stands, coffee pots, copier stands, desks (teacher), digital video
recorders/players, display racks, dry erase boards, easels, electronic learning devices, file cabinets,
laminators, paper folding machines, partitions, portable sound enhancement, projector accessories,
receivers, school-to-home communication devices (e.g. phone trees), storage cabinets, tables, televisions,
translating machines, tripods
Computer Hardware Capitalized Computer Hardware Capitalized $1,000.00 or more - Carts, computers,
desktop virtualization hardware, digital camcorders, digital cameras, digital video/recorder players,
document cameras, electronic learning devices that work w/computers, hard drives, inter-active projectors,
response systems & white boards, monitors, LCD panels, LCD projectors (e.g. EIKI), laminators, mobile
learning devices (i.e. ipad/kindle), portable sound enhancement, printers, printer accessories, poster
printers, projectors & accessories, receivers, scanners, school-to-home communication devices (e.g.
phone trees), student response systems, tablet computers, video carts and accessories, wireless access
points, wirless slates (e.g. Airliners, Wicomm)
Computer Hardware Non-Capitalized Computer Hardware Non-Capitalized $250.00 to $999.99 - Cables,
carts, computer docking stations, desktop virtualization hardware, digital camcorders, digital video
players/recorders, disk drives, DVD burners, electronic learning devices that work w/computers, expansion
cards, hard drives, mobile inter-active devices, keyboards, LCD panels, memory chips, monitors, portable
sound enhancement, printer accessories, poster printers, projector accessories, receivers, school-to-home
communication devices (e.g. phone trees), sound cards, speakers, surge protectors, UPS (Uninterrupted
power source), wireless access point machine, wireless communications devices (e.g. Bluetooth receivers,
wireless HDMI adapters)
Computer Software Capitalized Computer Software Capitalized - $1,000.00 or More - Computer programs
6150
4692000

6200
4130000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Salaries-Media Specialist
Workers Compensation Workers Compensation - Family Involvement

Professional and Technical Services Professional and Technical Services - Consultant Fees-Contracted
Services with vendors attending workshops to accelerate training skills for parents
Repairs and Maintenance Repairs and Maintenance - Fees for repairs to equipment purchased with Title I
funds for parent involvement
Communications Communications - Postage for parent involvement mailings
Other Purchased Services Other Purchased Services - Printing, film processing
Supplies Supplies- Area rugs, battery chargers, book trucks, calculators, cameras, carts, CD players, chart
stands, DVD players, staplers, xerox paper, construction paper, pencils, pens, folders, crayons, file folders,
clasp envelopes, rulers, scissors, post-it-notes, index cards, chalk, markers, CDs, binders, labels,
highlighters, rubberbands, glue, stop watches, printer cartridges, paper back books, agendas and
planners, I PAD APS, book readers (Kindle-unit cost less than $250.00) and other consumable items that
will be used for parent involvement (unit cost less than 250.00)
Library Books Library Books - Parent Involvement library books for parent check-out
Audio Visual Materials Capitalized Audio Visual Materials Capitalized $1,000.00 or More - CDs, charts,
DVDs, globes, maps

140
6200
4140000
Substitute Teachers Substitute Teachers - Salaries - Media Specialists - Permanent Substitute for Media
Specialists (fills a position for more than ten consecutive days)
6200
6200
6200
6200
6200
6200
6200
4150000
4210000
4220000
4231000
4232000
4240000
4310900
Aides Aides - Salaries - Media Paraeducators
6200
6200
4360000
4510000
Rentals Rentals - Software maintenance and internet access to be able to use E books
6200
6300
4610000
4120000
6300
4130000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Stipends for Guidance
Counselors, School Psychologists, Coaches, Network Managers
6300
6300
6300
6300
6300
6300
4150000
4210000
4220000
4240000
4310000
4310900
Aides Aides - Stipends for Paraeducators that assist in curriculum planning after contract hours
6300
4310300
Professional and Technical Services Professtional and Technical Services - Reimbursement to Kelly
Services for substitutes
6300
4510000
6300
6300
4610000
4621000
Supplies Supplies - Battery chargers, book stands, binding machines, book cases, book trucks,
calculators, cameras, carts, CD players, chairs, chart stands, DVD players, electric hole punches, staplers,
xerox paper, construction paper, pencils, pens, folders, crayons, file folders, clasp envelopes, rulers,
scissors, post-it-notes, index cards, chalk, markers, CDs, binders, labels, highlighters, rubber bands, glue,
stop watches, file folders, kraft paper, keyboard trays, paper shredders, telephone headsets, file cabinets,
printer cartridges, IPAD APPS, book readers (Kindle-unit cost less than $250.00) and other consumable
miscellaneous items that will be used for Curriculum Planning
Library Books Library Books - Curriculum Development resource books for a professional library
6300
4622000
Audio Visual Materials Non-Capitalized Audio Visual Materials Non-Capitalized - $250.00 to $999.99 CDs, Charts, DVDs, globes, maps, videos, electronic music and videos
6300
4641000
Furniture, Fixtures and Equipment Capitalized Furniture, Fixtures and Equipment Capitalized - $1,000.00
or More - Binding machines, cameras, camcorders, chalkboards, copiers, document cameras, digital
cameras, digital video players/recorders, dry erase boards, electronic learning devices, fax machines,
laminators, letter/shape cutting machines and dies for machines, mobile interactive device storage and/or
charger carts, office furniture (desks, tables and chairs), paper folding machines for mailings, portable
sound enhancement, poster printers, projectors, receivers, shredders, telephone headsets, test-scoring
devices, televisions, transmitters, translating machines, typewriters, video cameras, video disc players,
white board tables
Retirement Retirement - Media

Social Security Social Security - Media
Health and Hospitalization Health and Hospitalization - Media
Life Insurance Life Insurance - Media
Workers Compensation Workers Compensation - Media
Professional and Technical Services Professional and Technical Services Reimbursement for salaries and
benefits for Charter School Media Specialists and Paraeducators
Supplies Supplies- Book stands, book cases, book trucks, carts, chart stands, light bulbs, kraft paper,
laminating paper and other miscellaneous consumble items needed for use in the media center (unit cost
less than 250.00)
Library Books Library Books - Books housed in the media center for student and teacher check out
Classroom Teachers Classroom Teachers - Stipends for Classroom Teachers and Interventionists when
planning curriculum after contract hours
Retirement Retirement - Curriculum Development - Schools

Social Security Social Security - Curriculum Development - Schools
Workers Compensation Workers Compensation Benefit -Schools
Professional and Technical Services - Reimbursement for Consultant Fees - Contracted Services
Professional and Technical Services - Reimbursement for Consultant Fees - Contracted Services-Charter
Schools (Reimbursement for stipends for Charter School Curriculum Planning)
Audio Visual Materials Capitalized Audio Visual Materials Capitalized- $1,000.00 or More - CDs, Charts,
DVDs, globes, maps, videos , electronic music and videos

141
6300
4642000
Furniture, Fixtures and Equipment Non-Capitalized Furniture, Fixtures and Equipment Non-Capitalized $250.00 to $999.99 - Area Rugs, Battery charging stations, binding machines, book cases, calculators,
cameras, card readers, carts, CD players, chairs, chalkboards, chart stands, computer stand/table, desks
(teacher), digital still cameras, digital timers, digital video recorders/players, display boards/units,
document cameras, dry erase boards, easels, electric hole punches, electronic learning devices, fax
machines, file cabinets, heavy duty staplers, keyboard trays, laminators, letter/shape cutting machines and
dies for machines, mobile inter-active device storage and/or charger carts office furniture (tables, chairs,
desks), overhead projectors, paper cutters, paper folding machine for mailings, paper shredders, portable
sound enhancement, poster printers, projectors, receivers, shelves, storage units, staplers, study carrels,
tables, televisions, telephone headsets, test scoring devices, translating machines, tripods, typewriters,
video cameras, wireless communications devices (e.g. Bluetooth receivers, wireless HDMI Adapters)
6300
4643000
Computer Hardware Capitalized Computer Hardware Capitalized - $1,000.00 or More - Carts-mobile

(laptop computer), computers,computer back up systems. computer servers, desktop virtualization
hardware, digital cameras, digital video recorders/players/media converters, disk drives, document
cameras, electronic learning devices that work w/computers, hard drives, expansion cards, inter-active
projectors, mobile inter-active devices, mobile inter-active devices, moblie inter-active device storage
and/or charger carts, response systems & white boards, laminators, LCD panels, LCD projectors (e.g.
EIKI), modems, monitors, portable sound enhancement, poster printers, printers, printer accessories,
projectors, receivers, scanners, scan converters, inter-active whiteboards, tablet computers, UPS
(uninterrupted power source), USB flash drives, video cameras, video carts, video conferencing cameras,
wireless access points, wireless slates (e.g. Airliners, Wicomm)
6300
4644000
Computer Hardware Non-Capitalized Computer Hardware Non-Capitalized - $250.00 to $999.99 - Cables,

carts-mobile, CD burners, computers, computer docking stations, computer mice, desktop virtualization
hardware, digital cameras, digital camcorders, digital video recorders/players/media converters, disk
drives, DVD burners, document cameras, electronic learning devices that work w/computers, expansion
cards, hard drives, keyboards, inter-active projectors, interactive tables, mobile inter-active devices, mobile
inter-active device storage and/or charger carts, response systems, laminators, LCD panels, LCD
projectors (e.g. EIKI), memory chips, monitors, portable sound enhancement, printers, poster printers,
printer accessories, projectors, receivers, scanners, speakers, sound cards, surge protectors, tablet
computers , UPS (Uninterrupted power source), USB flash drives, video boards (e.g. smart, active), video
cameras, video cards, carts and accessories, wireless access point, wireless communication devices (e.g.
Bluetooth receivers, wireless HDMI adapters), wireless slates (e.g. Airliners, Wicomm)
6300
4691000
Computer Software Capitalized Computer Software Capitalized - $1,000.00 or More - Computer programs
6300
4692000

6400
6400
4120000
4130000
Classroom Teachers Classroom Teachers - Stipends - Classroom Teachers, Interventionists
6400
4130000
6400
4140000
6400
6400
6400
6400
6400
6400
6400
4150000
4210000
4220000
4231000
4232000
4240000
4310900
Other Certified Instructional Personnel Other Certified Instructional Personnel - Stipends--Staff

Development - Guidance Counselors, School Psychologists, Network Managers, Media Specialists,
Coaches
Substitute Teachers Substitute Teachers - Salaries - Permanent Substitute Coaches (Pending
Certification)
Aides Aides - Stipends for Paraeducators for Staff Development
6400
4310300
6400
4310000
Other Certified Instructional Personnel Other Certified Instructional Personnel - Salaries - Coaches .
Literacy, Math, Science, Reading
Retirement Retirement - School Coaches

Social Security Social Security - School Coaches and training
Health and Hospitalization Health and Hospitalization - School Coaches
Life Insurance Life Insurance - School Coaches
Workers Compensation Workers Compensation - School Coaches and training
Professional and Technical Services Professional and Technical Services - Reimbursement for consultants
and for salaries and benefits for Charter School Reading, Math, Science and Literacy Coaches (Stipends
for Charter School Staff Development)
Professional and Technical Services Professional and Technical Services - Reimbursement for Kelly
Substitutes
Professional and Technical Services Professional and Technical Services - Staff Development Contracted
Services and Consultant Fees

142
6400
6400
4331000
4350000
Travel Travel - Registration and mileage fees for staff development related activities
6400
6400
4360000
4510000
Rentals Rentals - Facility rental for training purposes, internet access (E books)
6400
6400
6400
4520000
4610000
4621000
6400
4622000
6400
4641000
more - Digital video recorders/players, document cameras, laminators, portable sound enhancement,
poster printers, projectors & accessories, receivers, televisions, video cameras, white board tables
6400
4642000
6400
4643000
6400
4644000
6400
4691000
$250.00 to $999.99 - Battery charging stations, carts for computers and moblie learning devices, chairs
(teacher), chalkboards, chart stands, cutout makers, desks (teacher), digital video recorders/players,
display boards/units, dry erase boards, easels, electric hole punches, file cabinets, heavy duty staplers,
laminators, paper cutters, portable sound enhancement, projector accessories, receivers, shelves, storage
units, tables, televisions, tripod, wireless communications devices (e.g. Bluetooth receivers, wireless HDMI
adapters)
Computer Hardware Capitalized Computer Hardware Capitalized $1,000.00 or more - Carts for
computers/mobile learning devices, computers, cutout makers, digital camcorders, digital cameras, digital
video recorders/players, disk drives, document cameras, DVD burners, electronic learning devices that
work w/computers, hard drives, inter-active projectors, response systems, and white boards, LCD panels,
LCD projectors (e.g. EIKI), mobile learning devices (ipad/kindle), monitors, portable sound enhancement,
poster printers, printers, printer accessories, projectors & accessories, receivers, scanners, tablet
computers, video cards, carts and accessories, wireless access point, wirless slates (e.g. Airliners,
Wicomm)
Computer Hardware Non-Capitalized Computer Hardware Non-Capitalized $250.00 to $999.99 - Carts,
compact flash cards for digital cameras, computer docking stations, digital video players, disk drives, DVD
burners, electronic learning devices that work w/computers, hard drives, keyboards, LCD panels, memory
chips, monitors, portable sound enhancement, printers, printer accessories, projector accessories,
receivers, speakers, sound cards, surge protectors, UPS (Uninterrupted power source), video boards,
video cards, carts and accessories, wireless access point machine, wireless communications devices (e.g.
Bluetooth receivers, wireless HDMI adapters)
Computer Software Capitalized Computer Software Capitalized - $1,000.00 or More -Computer programs
6400
4692000

7300
4110000
Administrators Administrators Stipends for 11 Month Assistant Principals for coordinating tutoring in
targeted schools based on performance criteria.
7300
7300
7300
7730
7800
4210000
4220000
4240000
4331000
4390000
Retirement Retirement - Administration
7800
4790000
Miscellaneous Expenses Miscellaneous Expenses Other Purchased Services - Transportation - Pupil

transportation- District buses
7900
4370000
Communications Communications - Telephone installation and monthly billings for Title I personnel
Repairs and Maintenance Repairs and Maintenance - Maintenance and repairs on equipment purchased
for training purposes
Supplies Supplies - Battery chargers, book stands, binding machines, book cases, book trucks,
calculators, cameras, carts, CD players, chairs, chart stands, DVD players, display boards, dry erase
boards, easels, electric hole punches, staplers, xerox paper, construction paper, pencils, pens, folders,
crayons, file folders, clasp envelopes, rulers, scissors, post-it-notes, index cards, chalk, markers, CDs,
binders, labels, highlighters, rubber bands, glue, file cabinets, printer cartridges, IPAD APPS, book readers
(Kindle-unit cost less than $250.00) and other consumable miscellaneous items that will be used for Staff
Development (unit cost of less than 250.00)
Textbooks Textbooks - Staff Development textbooks and workbooks
Library Books Library Books - Staff Development resource books for professional library
Audio Visual Materials Capitalized Audio Visual Materials Capitalized - $1,000.00 or More - CDs, DVDs,
videos
Audio Visual Materials Non-Capitalized Audio Visual Materials Non-Capitalized - $250.00 to $999.99 CDs, DVDs and videos
Social Security Social Security - Administration

Workers Compensation Workers Compensation - Administration
Travel Travel Staff Development related fees for non-instructional staff
Other Purchased Services Other Purchased Services Professional and Technical Services Transportation - Pupil transportation - Charter buses

143
8100
4350000
Repairs and Maintenance Repairs and Maintenance - Labor fees for Title I owned equipment repaired by
District personnel
8100
4510000
Supplies Supplies - Parts for Title I owned equipment repaired by District personnel

144

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Table of Contents

Required Ten Components......................................................................................

Title I Support To Schools........................................................................................

School Improvement Planning......................................................................

Title I Schoolwide Accountability..............................................................................

Polk County Required Assessments........................................................................

Highly Qualified Staff.....................................................................................

Allowable Teacher Positions:...................................................................................

Allowable Paraprofessional Positions:.....................................................................

Title I Job Descriptions.............................................................................................

Schedules and Lesson Plans...................................................................................

Semi-Annual Certification/Time and Effort Logs......................................................

Professional Development Plan...............................................................................

School Based Coaches............................................................................................

Parent Involvement Contact.....................................................................................

D-PAT District Parent Advisory Team......................................................................

Parent Involvement Plan, Summaries, & Compacts................................................

Annual Parent Meeting............................................................................................

Parent Teacher Conferences...................................................................................

Activities That Build Capacity with Parents..............................................................

Parent Involvement Professional DevelopmentActivities That Build Capacity with Staff.

Parent Involvement Expenditures............................................................................

Parent Communication Survey................................................................................

Right to Know Letters...............................................................................................

Requirements for Title I School Websites................................................................

Title I Parent Information Notebook (PIN)................................................................

Parent Informational Resource Centers...................................................................

Parent Learning University for Growing! (PLUG).....................................................

Property Repair/Lost or Stolen.................................................................................

Labeling Of Federal Property...................................................................................

Eligibility and Allocation Information........................................................................

Expenditure Overview and Deadlines......................................................................

Other Allowable Expenditures..................................................................................

Parental Invovlement Expenditures.........................................................................

Field Trip Expenditures............................................................................................

Title I Expenditure Guidelines..................................................................................

Sam's Club Advanced PO Guidelines.....................................................................

Special Activity Payroll Information..........................................................................

Consultative Services Agreements..........................................................................

eAgenda Items Requiring Board Approval...............................................................

Other Federal Programs................................................................................

Title One Migrant Program Overview.......................................................................

Title I/VPK Pilot Program.........................................................................................

Parent Engagement Program..................................................................................

Appendix A Principals' Checklist.............................................................................

Appendix C Title I SIP Attachment A Document Checklist.....................................

Appendix D Title I SIP Attachment B Planning Team.............................................

Appendix E Non Highly Qualified Attestation...........................................................

Appendix F Highly Qualified Attestation...................................................................

Appendix G Time and Effort Log Sample................................................................

Appendix H Semi-Annual Time and Effort Certification Form..................................

Appendix I Hourly Personnel Activity (PAR) Instructions.........................................

Appendix I Sample PAR..........................................................................................

Appendix J Job Descriptions....................................................................................

Appendix K Professional Development Cover Sheet...............................................

Appendix L Annual Meeting Cover Sheet................................................................

Appendix L 2014 Annual Parent Meeting Report.....................................................

Appendix M Elementary Conference Log................................................................

Appendix N Request for Meals Form.......................................................................

Principals Signature: ________________ Date: