Procedures and Resources

SECTION I: FINANCIAL PROCEDURES AND REQUIREMENTS (by Budget Code)

Uniform Grant Guidance Cost Principles

Factors Affecting Allowable Costs

• Necessary, Reasonable, Allocable

Unallowable under Any Circumstances

• General list of Unallowable Costs

Goods and Services Purchasing Guidelines

Goods and Services Matrix with Title I Approval Process

Personnel 6140, 6143, 6144, 6156, 6170, 6175, 6184

Licensed Staff

• 6140 Instructional Teachers; 6143 Other Licensed Staff-Non Instructional; 6156 Social Worker

Non Licensed Support Staff (Instructional / Non Instructional)

• 6144 Parent Involvement EA2; 6161 Instructional TA - Supporting Kindergarten; 6175 Cultural Specialist, Intervention Specialist;
• 6184 Non-Licensed/6185 Licensed - Other Salary

PCard Policy for Title I

A PCard  may be used to purchase items that are $3,500 or less (Schools) or $5,000 or less (Programs). All purchases funded with Title I funds must be preapproved. PCard Policy for Title I

Contracted Services

Contracts must be in place before any services are rendered. To initiate a contract, all procedures must be followed and adhered to or the costs may be unallowable under the federal award. All contracts must contain specific timelines, deliverables and an evaluation of the effectiveness or impact of the provided service. Please follow SPPS contract procedures for the developmet of the contract. 

• 6303/6304 Contracted Services
  • Developing a Contract: Services Matrix and Goods Matrix
  • District Information and Resources for Developing a Contract
  • Important Title I Requirements
• 6303 Substitute Teachers,

Transportation

Transportation is allowable to support parent involvement events or to provide students with the opportunity to participate in academic endeavors outside of the regular school day. 

• 6360 Bus Tokens, Bus Cards
• 6360 Taxi/Lyft
• 6360 District Bus

Workshops/Conferences/Mileage (In MN)

• 6366 MN Workshop/Conferences (No Overnight Stay)
• 6366 Workshop/Conferences (With an Overnight Stay)
• 6366 Mileage for Program Employees funded with Title I

Workshops/Conferences/(Out-of-State)

• 6368 Worshops/Conferences that involve out-of-state travel must comply with all federal and state/local regulations. 
  • Must conform to the Minnesota Commissioner's rates. 
  • Must have preapproval from the Minnesota Department of Education.
  • Must comply with all SPPS travel rules and guidelines.
• To get preapproval, submit the Out-of-State Travel Authorization Form to Sherry Carlstrom prior to booking travel and hotels. Sherry will submit to MDE for their approval and will send the approval back to you to include with your travel documentation. 

Food for Parent Involvement Activities

The Title I Order Form (do not use the district food request form) must be submitted prior to the event in order for these costs to be allowable. 

• 6490 Food for family engagement activities with academic focus. 

Purchasing Goods

• 6430 Instructional Supplies
• 6432/6402 Instructional (Portable and Attractive Technology)
• 6401 Non Instructional Supplies

SECTION II: OTHER PROCEDURES AND REQUIREMENTS

Teacher and Paraprofessional Qualifications

Parent's Right to Request Teacher and Paraprofessional Qualifications

• Q/A Teacher Licensure and Title I Federal Rules
• Notification that Non-Licensed Teacher Has Taught for 4 or More Consecutive Weeks - If a teacher is not appropriately licensed under Minnesota's teacher licensing system, and has taught students in a Title I school for 4 consecutive weeks, parents must be notified. 
  • Notification of Teacher not meeting MN licensing requirements: 
    • Letter Template (All Languages)  KAREN version needs font KNU installed. 
      Sent to Parents After 4 Consecutive Weeks Being Taught by Non-Licensed Teacher

Paraprofessional Requirements

Schoolwide Plan/School Improvement Plan

The School Continuous Improvement Plan (SCIP) serves as both the Title I school's Title I Schoolwide Plan and as the school's improvement plan. 

• Aligning Title I funds to implement Evidence Based Practices/Strategies

Family Engagement

• Notification Parents Right to Know Teacher Qualifications
  • Letter to Parents Notifying "Teacher Not Licensed" after teaching 20 consecutive days. (See above section)
• Notice to Parents: Military Recruitment
• Title I Annual Meeting Toolkit
• Title I Annual Meeting Powerpoint Template
• School/Parent/Student Compact
• Family Engagement Plan 
•            School FEP Template
•            District 24/25 Family Engagement Plan
• Engaging Parents
  • Involvement vs Engagement
  • Building Trust with Families
• School Improvement Planning,
• Developing Family Engagement Plan/Activities

Other Important Information

• Compliance Monitoring Guide
• Title I & Continuous Improvement Timeline
• Title I Crate User Slide Show
• Record Retention Policy
• Budget Development Procedures Method to ensure "Supplement not Supplant"
• Time and Effort Reporting