CHARTER SCHOOLS
WELCOME CHARTER SCHOOL LEADERS!
TAKE A LOOK AROUND!
Title III Guidance for APS Charter Schools
This guidance packet is for use by school site administrator to help make decisions regard Title III planning, funding & compliance.
BEGIN WITH THE END...
Title III is so much more than a funding source! Begin with the end in mind by first identifying the language and academic needs of English Learners (ELs) at your site.
The identified needs will guide your way to utilizing your Title III funding to best expand and enhance the support that you already provide to the English Learners whom you serve!
WE ARE HERE TO HELP YOU!
nEW JUSTIFICATION FORMS
All critical documents for Title III program guidance and support are included in the Guidance for Title III Programs packet. The Justification Template is linked below.
Allowable Expenditures
Professional Development based on the following Five Core Principles as released by the U.S. Departments of Education and Justice, AND that meet the PD requirements noted above:
Build on a foundation of skills, knowledge, expertise
Engage Participants as learners
Provide practice, feedback, and follow-up
Measure changes in teacher knowledge and skills
Measure changes in student performance
Contract Services
Textbooks/Supplemental Materials that support English proficiency
Software and/or Technology (all items must be barcoded and labeled) that specifically support EL students in a self-contained ELD classroom.
Other supplies and materials that support ELs and cannot be purchased through operational funds (must be used within the same fiscal year).
Personnel stipends for collaboration that enhances academic achievement of ELs
After-school tutoring for ELs
Evening classes for parents of ELs to support/enhance student oral language development, academic vocabulary, and other essential elements of reading.
Attending Director quarterly meetings that provide Title III assistance.
Non-Allowable Expenditures
ACCESS Testing
Spanish Spelling Bee expenses
Substitutes for Professional Development Trainings that are required by the District or can be funded by other sources (state grants, etc.)
One-day/short-term PD
School supplies that can be purchased with operational funds such as pencils, pens, staplers, etc.
Core Programs Resources/Materials
Materials in languages other than English that DO NOT support English proficiency
Conferences such as NMABE and La Cosecha
Ink, printers, or copying contract services
Language program software for student use (e.g. Rosetta Stone)
TESOL Endorsement course or assessment fees
Imagine Learning Software
Let's Review...DEFINING TITLE III
We're a Team! Know Your Role for title III
Charter Leader
You know your EL population best, so selecting resources and services to serve student needs is your wheelhouse. This means that drafting the justification should also come from you.
Business Manager
When it comes to finances, you're the expert. While the Charter Leader ensures the purchases are aligned to Title III goals and guidelines, you ensure the financial documents are good to go.
Title III Director
My role is to help bring it all together, along with our Grant Management and Charter team here at APS. Our partnership works best when we collaborate and communicate before the spending begins.
GETTING TO KNOW THE GUIDANCE & KEY FORMS
Documentation is KEY to RfRs
REQUIRED UPLOADS
Please generate the following documents to upload with your RfR into OBMS:
Completed Justification Template
Quote from approved vendor
Travel approval forms (if applicable)
Computer-Generated Report that includes:
Total Budget, Period to date Expenses, Year to date Expenses and budget balance by UCOA line item.
BACKUP DOCUMENTS
The following backup documents should also be uploaded into OBMS to support the submitted RfR:
Invoice
Receipt(s)
Sign-in sheets
Agendas
All other travel documentation (hotel, airline ticket purchases, reimbursement forms, etc.)
UNDERSTANDING THE RFR PROCESS
OVERVIEW OF THE RFR PROCESS (Charter Actions)
As the Charter expends funds, they enter and submit an RfR in the OBMS system:
SPENDING: Charter is to attach all invoices and/or receipts for non-salary/non-benefit costs into OBMS, including sign in sheets, travel forms and agendas for all meetings and/or travel
BUDGET: Charter will also attach a computer-generated report of the funds which includes, Total Budget, Period to date Expenses, Year to date Expenses and Budget balance by UCOA line item.
PROGRAM: Charter will attach completed Title III-specific justification form for each purchase detailing alignment of that purchase with Title III goals and guidelines
OVERVIEW OF THE RFR PROCESS (APS Actions)
APS will approve/deny/hold and RfR
If denied: written explanation will be entered in OBMS
if held: documents will be requested through OBMS & e-mail
if approved, written notice will be communicated through OBMS
Once approved, APS will cut a check and mail to the Charter with the reference of the Fund and RfR number as part of the invoice number (example 24101-001). Issue of a check does not indicate that the purchase has been approved by NMPED.
NOTE: It is the Charter’s Business Manager’s responsibility to monitor OBMS for outstanding items. At any time that an RfR has not been completed or processed and/or there are questions or concerns, please contact Charter Business Manager Roberta Velasquez at (505) 880-3759 or email roberta.velasquez@aps.edu.
