Funds requests should be completed 30 days ahead of time; air travel should be completed 90 days ahead of time.

Professional Learning funds are more likely to be approved when the event or travel is –

(1) Aligned to the implementation and success of the ECPS Strategic Plan Goals;

(2) Takes place within the region or within the state of Virginia; 

(3) Not available through ECPS; 

(4) Aligned to your school's comprehensive school learning plan, student performance data and the ECPS Strategic Plan.

(5) A high return on investment (i.e., participants in the professional learning have an opportunity to share what was learned at the school and/or division-level; the learning will impact a large number of students, etc.) ECPS will use the Train the Trainier Model when applicable. 

The major funding sources are Title I, Title II, Title III, Title IV, and Perkins. Other grants not listed below can be used; however, these grants are used in a manner consistent with allowable expenses per grant specifications. If another funding source is available other than the grants listed below to support this request, then you will be notified. 

Title I funds can be used by Title I schools only.  TES and JCIS are Title I schools.

Title II funds can be used by instructional staff in federal "core academic subject" areas. The term “core academic subjects" means English, Reading/Language Arts, mathematics, science, foreign languages, civics and government, economics, arts, history, and geography [Section 9101(11)]. Special education and ESL are also allowable. Title II can also be used for professional development for principals and superintendents to become better instructional leaders, or paraprofessionals to improve content knowledge or instructional effectiveness.

Title III funds can be used to provide effective professional development to classroom teachers, principals and other school leaders, administrators, and other school or community-based organizational personnel to advance increasing students' English proficiency and that have a positive impact on teachers' performance through a comprehensive, ongoing plan of development.

Title IV funds can be used to provide for programs and activities to improve students' academic achievement by increasing the capacity of access to a well-rounded education; to improve school conditions for student learning; and, to improve the use of technology in order to improve the academic achievement and digital literacy of all students.  

Perkins Grant funds can be used for CTE at the high school level only. 

Funds requests should be completed at least 20 days ahead of time.

PLANNING: Funds requests should be completed at least 20 days ahead of time. 

MATERIALS FUNDS REQUEST PARAMETERS – INSTRUCTIONAL PURPOSES: Funds can only be approved if it can be proven that the materials will solely be used to SUPPLEMENT the funds that would, in the absence of any Title funds, be made available from state and local sources for the education of students, not to supplant such funds. 

MATERIALS FUNDS REQUEST PARAMETERS – PROFESSIONAL DEVELOPMENT PURPOSES: Funds can only be approved if it can be proven that the materials will solely be used for professional development purposes.  

MATERIALS FUNDS REQUEST PARAMETERS – TECHNOLOGY: Professional development funds can be used to pay for instruction on how to use technology (i.e., travel or registration fees, online courses, etc.) but the use of funds to pay for technology equipment is strongly discouraged unless evidence is available and documented that materials are used solely during professional development activities and never for other uses. Classroom materials expenses that are for student use are not allowable.

Materials funds are more likely to be approved if utilizing them is –

(1) Not already available through the school's instructional budget;

(2) Aligned to the implementation and success of the ECPS Strategic Plan Goals;

(3) Aligned to your school's comprehensive school learning plan and student performance data; 

(4) Aligned with the Virginia Standards of Learning with an identifiable need tied to measurable student performance outcomes; 

(5) Aligned to the ECPS instructional model; 

(6) A high return on investment (i.e., materials used advance the work of the division's strategic plan, school's comprehensive learning plan, are proven to increase student performance data, etc.) ECPS will use the Train the Trainer Model 

The major funding sources are General Fund, Title I, Title II, Title III, Title IV, and Perkins. Other grants not listed below can be used; however, these grants are used in a manner consistent with allowable expenses per grant specifications. If another funding source is available other than the grants listed below to support this request, then you will be notified. 

Title I funds can be used by Title I schools only. 

Title II funds can be used for materials related to professional development activities. Materials are to be for teacher/principal/paraprofessional use only in professional development activities. Technology equipment is strongly discouraged unless evidence is available and documented that materials are used solely during professional development activities and never for other uses. Classroom materials expenses that are for student use are not allowable. 

Title III funds can be used to increase the English language proficiency of English Learners by providing effective Language Instruction Educational Programs (LIEPs) and to provide other effective activities and strategies that enhance or supplement LIEPs for ELs, which must include parent, family, and community engagement activities, and may include strategies that serve to coordinate and align related programs. LIEP services are part of the core curriculum for ELs. Therefore, Title III funding cannot be used to support core LIEP services to include staffing and materials unless it is SUPPLEMENTAL to local funding.  Title III funds cannot be used to promote the acquisition of languages other than English.

Title IV funds can be used to provide for programs and activities to improve students' academic achievement by increasing the capacity of access to a well-rounded education; to improve school conditions for student learning; and, to improve the use of technology in order to improve the academic achievement and digital literacy of all students.  

Perkins Grant funds can be used for CTE at the high school level only. 

STEP 1: Allow up to 96 hours (4 business days) for your request to be processed. Please keep this timeframe in mind as you plan in advance of your projected use of the materials. 

STEP 2: The requester will receive notification via email whether the request has been APPROVED or DENIED by the Senior Director of Teaching and Learning. 

A DENIAL will most likely result if – 

(a) the request form was filled out by someone other than whom was listed at the top of this form; 

(b) the request does not meet the parameters specified at the top of this form; 

(c) the request did not include sufficient detail or had incomplete sections; 

(d) the request does not meet the timeframe specified at the top of this form (unless extenuating circumstances have been communicated)

(e) the request does not meet the allowable expenses per the requested funding source; and/or

(f) the request exceeds the amount available within the requested funding source. 

STEP 3: The requested materials will be ordered in accordance with applicable ECPS purchasing and procurement policy guidelines.

STEP 1: Allow up to 96 hours (4 business days) for your request to be processed. Please keep this timeframe in mind as you plan in advance of the professional learning offering and if your request requires travel. 

STEP 2: The requester will receive notification via email whether the request has been APPROVED or DENIED from the Executive Director of Teaching and Learning. 

A DENIAL will most likely result if – 

(a) the request form was filled out by someone other than whom was listed at the top of this form; 

(b) the request does not meet the parameters specified at the top of this form; 

(c) the request did not include sufficient detail or had incomplete sections; 

(d) the request does not meet the timeframe specified at the top of this form (unless extenuating circumstances have been communicated in advance of the form being submitted); 

(e) the request does not meet the allowable expenses per the requested funding source; and/or

(f) the request exceeds the amount available within the requested funding source. 

STEP 3: If your funds request has been APPROVED and the professional learning offering requires travel and/or other accommodations, you will be asked to fill out the ECPS Professional Leave Approval and Reimbursement Form. 

(a) The form must be filled out completely or it will not be processed. 

(b) The form must be signed by the principal. 

(c) The form must be attached, with the principal signature, in Frontline. 

Once these steps are followed, your form will be reviewed and approved by the Chief Academic Officer.