Monday Message - September 23, 2019

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Commissioner's Monday Message

September 23, 2019

SRC Public Release Date Set for Oct. 1

The embargo period for the School Report Card (SRC) will be Sept. 27 for districts and the media. The public release is scheduled for Oct. 1.

Quality Control Day Two for the SRC went well and no systemic issues were found in the data. Although no systemic issues were found, the Kentucky Department of Education (KDE) continues internal research and anticipates applying additional testing allegations. Final data will be available during the embargo period before public release.

The data entry, validation and approval period has ended. Data that was changed last week in Infinite Campus will be refreshed in the SRC Sept. 24. No additional changes can be made prior to public release.

One last reminder: The School Profile Report should be complete with signatures and available in the local school district office no later than Oct. 1. There will also be an option for the public to print an unsigned copy from the SRC when it is public.

Additional details and prior communications on these topics are available on the SRC Resource page on KDE’s website.


Title I, Part A Carryover Waivers

Section 1127(a) of the federal Every Student Succeeds Act (ESSA) places a carryover limitation on Title I, Part A funds. No more than 15% of the funds allocated to a district for any fiscal year may remain available for obligation for one additional fiscal year.

Districts must ensure that at least 85% of the 2018-2019 school year (FY 2019) Title I, Part A funds (project 310E) are obligated for activities that occur no later than Sept. 30. As stated in Section 1127(c) of ESSA, this carryover limitation does not apply to districts that receive less than $50,000 in Title I, Part A for the fiscal year.

Section 1127(b) of ESSA allows the state to waive this carryover limitation once every three years if:

  • it determines that a district’s request is reasonable and necessary; or
  • supplemental appropriations for this subpart become available.

Districts wishing to request a carryover waiver may do so no later than Sept. 30 by emailing to David Millanti. The email must:

  • state that the district requests a waiver of the 15% carryover limitation; and
  • contain the reason for the excess carryover.

Contact David Millanti or your district’s Title I, Part A consultant for more information.

Districts Required to Report Administrative Cost Information by Dec. 1

House Bill 200 (2018) requires each school district to provide an administrative expenditures report that includes:

  • all expenses charged to instruction, student support services, instructional staff support services, district administrative support services, school administrative support services and business support services;
  • a comparison to the previous fiscal year’s expenses of the same codes;
  • an explanation of steps taken to reduce administrative expenditures; and
  • a copy of the district’s policy for maintaining a reserve fund balance.

The information must be based on the previous fiscal year using the district’s audited financial report. It must be submitted by each district to the Legislative Research Commission and the Kentucky Department of Education (KDE) by Dec. 1 for each year of the budget biennium (2018 and 2019). KDE created a MUNIS Excel Cube to assist districts in compiling this information, the instructions for which are contained in this PowerPoint.

Email Steve Lyles for more information about HB 200. If you need assistance with the MUNIS Excel Cube, e-mail

Comprehensive District and School Improvement Plans: Webinar Scheduled, Phase Two Deadline Nov. 1 

In lieu of regional improvement planning trainings, the Kentucky Department of Education has prepared a webinar that includes the most up-to-date guidance regarding Comprehensive District Improvement Plans and Comprehensive School Improvement Plans, as well as eProve.

Each district’s superintendent and each school’s principal is strongly encouraged to view the 2019-2020 Comprehensive Improvement Planning for Districts and Schools & eProve webinar. A transcript of the webinar also is available. The webinar includes the planning timeline, compliance monitoring, 2019-2020 updated goal building templates and navigating eProve.

Phase Two of the planning process is upon us! Beginning Oct. 1, districts and schools are required to complete and submit the following diagnostics in eProve:

  • Needs Assessment for Schools
  • Needs Assessment for Districts
  • School Assurances
  • District Assurances
  • School Safety Report
  • District Safety Report

The deadline for submitting the diagnostics is Nov. 1. The purpose of the diagnostics is to encourage thoughtful reflection of a district or school's current processes, practices and conditions in order to leverage its strengths and identify critical needs. As a reminder, district diagnostics should be completed at the systems level in eProve, while schools complete diagnostics at the school level. For additional information regarding creating new diagnostics, please consult the eProve user manual.   

Visit the Comprehensive Improvement Planning website for additional guidance on improvement plans. Email Natasha Napier with eProve questions and assistance. Email Victoria Fields for more information about school or district safety report questions.

KDE’s Division of Student Success Fall Regional Trainings

The Kentucky Department of Education’s Division of Student Success Safe Schools Team will present two-day KDE Safe Schools Regional Trainings this fall. Participants may attend any location that works best for one or both days.

Participants will receive a confirmation email for each training. All trainings are free and will be on a first-come, first-served basis. They will be from 8:30 a.m.-3:30 p.m. local time, including a one-hour lunch break.

The day one agenda – which is intended for district safe schools administrators and school safety coordinators and/or those who work in the area of safe schools – includes these topics:

  • KDE updates
  • Safe schools data
  • Suicide prevention
  • Bullying prevention
  • Child trafficking
  • Title IV, Part A, Safe and Healthy Students

The day two agenda – which is intended for any district or school personnel – includes a choice of three trainings:

  • “Youth Mental Health First Aid” (full day) – A six-hour course that teaches participants how to identify, understand and respond to signs of addiction and mental illness. It explains the unique risk factors and warning signs of mental health problems in adolescents ages 12-18 and emphasizes the importance of early intervention.
    • “Trauma Informed Practices for Educators” (full day) – A strengths-based framework grounded in an understanding of and responsiveness to the impact of trauma. It emphasizes physical, psychological and emotional safety for everyone and creates opportunities for survivors to rebuild a sense of control and empowerment.
  • “Resilience Strategies for Educators: Techniques for Self-Care and Peer Support” (half day)/Cultivating Mindfulness for Educators (half day)
    • Resilience Strategies for Educators: Techniques for Self-Care and Peer Support” is a training developed by the Readiness and Emergency Management for Schools Technical Assistance Center in partnership with the U.S. Department of Education’s Office of Safe and Healthy Students to assist educators to better understand resilience strategies that can be used to increase their ability to work more effectively with students impacted by stress, loss and trauma brought on by community or family violence, natural and man-made disasters and economic hardship.
    • Thirty years of research has demonstrated the power of mindfulness to improve mental, emotional and physical well-being. When applied in the classroom, simple practices can help students experience more inner space and meaning in their lives, and connect on deeper levels to themselves, each other and educational staff.

Email Victoria Fields or call her at (502) 564-4772, ext. 4015, for more information or for assistance in accessing the registration form.

Help inspire the next generation of teachers

‘Alignment Tools’ Virtual Workshop Set for Sept. 26

The Kentucky Department of Education will host a new professional learning opportunity conducted through the online meeting platform Zoom on Sept. 26.

Participants will receive information about how to use the reading and writing and mathematics alignment tools, and then will break out into content area and school level groups to practice using the tools. Alignment tools help teachers determine if tasks meet the intended depth and rigor of the Kentucky Academic Standards for Reading and Writing and Mathematics.

To meet the needs of all educators in the state, two sessions of the “Alignment Tools” virtual workshop are being offered: one at 4 p.m. ET and one at 5 p.m. ET.

To join, use this link for the virtual workshop, meeting ID: 540 504 708. Links to materials for the virtual workshop are available on the virtual workshop information document.

A full schedule of the Standards Implementation Professional Learning Series is available for download.


School District Boundary Review Due by Oct. 14

The National Center for Education Statistics sponsors the School District Review Program (SDRP), which enables the U.S. Census Bureau to create poverty and population estimates by school district geography. The poverty and population estimates produced by the Census Bureau are important for each state’s allocation under Title I, Part A.

The Kentucky Department of Education (KDE) must submit changes to school district boundaries to the Census Bureau. The information KDE submits must reflect the 2020 school districts as they will exist on Jan. 1.

To review your district’s boundaries, use the TIGERweb application on the Census Bureau website. There are 10 types of school district boundary changes. If your district has undergone any of the 10 types of boundary changes, email Margalee Conlee by Oct. 14. Include “SDRP” in the subject line of the email.


2019-2020 Title I, Part A Comparability Report Due Nov. 1

Section 1118 of the federal Every Student Succeeds Act requires districts to submit supporting documentation that establishes each district has provided services that are comparable in each of its schools using general funds.

The 2019-2020 Comparability Report, the guide for completing it and instructions for submitting the report in GMAP can be found on the Title I, Part A webpage. The comparability report workbook is located in the GMAP district document library. The report is to be submitted for approval in GMAP by Nov. 1.

Contact your KDE Title I, Part A consultant at (502) 564-3791 for more information about completing or submitting the 2019-2020 Comparability Report.


Superintendent Webcast Schedule Announced

Superintendent webcasts for the rest of 2019 are scheduled for Oct. 22, Nov. 18 and Dec. 16. The webcasts begin at 2 p.m. ET.

A meeting invitation will be emailed to superintendents for each of these dates, along with a reminder the day before the webcast. Watch the webcasts live or view archived webcasts on the Kentucky Department of Education’s Media Portal.


Join the 2019-2020 Diagnostic Review Team

The Kentucky Department of Education (KDE) and Cognia (formerly AdvancEd) invite school and district administrators to join the Diagnostic Review Cadre for the 2019-2020 school year.

This team of distinguished school and system practitioners will support and help lead the diagnostic review process in several Kentucky schools and districts. During a three-day onsite review, team members will serve alongside KDE and Cognia staff members and college/university faculty members to examine school or district data and leadership and learning conditions, as well as the policies, practices, curriculum and culture that promote student learning.

Use this Google doc to apply for the Diagnostic Review Team.


School Writing Policy Requirements

Senate Bill 1 (2017) requires each school-based decision making council – or if there is no council, a committee appointed by the principal – to adopt policies that determine the writing program for its school and submit it to the Kentucky Department of Education (KDE) for review and comment. 

To meet this requirement, KDE has developed a guidance document, “Guidelines for an Effective Writing Program.” The writing program must incorporate a variety of language resources, technological tools and multiple opportunities for students to develop complex communication skills for a variety of purposes. The Writing Policy Rubric provides criteria to ensure alignment of the school’s writing policy to the required components of the writing policy. 

For the 2019-2020 school year, schools must revise their writing policies, complete the Writing Policy Rubric and submit them electronically through the Writing Policy Submission page by Dec. 1.

Email Pamela Wininger or call her at (502) 564-2106, ext. 4509, for more information.


Professional Learning Bulletin Board

Comprehensive District and School Improvement Plans: Phase One (Completion of the Continuous Improvement Diagnostic) – DEADLINE Oct. 1

Continuous improvement planning for districts and schools is underway. In phase one of the planning process, districts and schools are required to complete and submit the Continuous Improvement Diagnostic in eProve. The deadline for submitting the diagnostic is Oct. 1.

When completing the diagnostic, districts should open and complete the “Continuous Improvement Diagnostic for Districts,” while schools should complete the “Continuous Improvement Diagnostic for Schools.”

The purpose of this diagnostic is to encourage district- and school-level commitment to implementing continuous improvement processes that support student achievement and student growth and to eliminate achievement gaps among groups of students. The diagnostic also serves as a friendly reminder of the planning phases and accompanying timeline.

District diagnostics should be completed at the systems level in eProve, while schools complete diagnostics at the school level. For additional information regarding creating new diagnostics, consult the eProve user manual.

Visit the Comprehensive Improvement Planning website for additional guidance on improvement plans. Email Natasha Napier with eProve questions or for assistance.


Those receiving this at KSB and KSD, please make sure all employees receive it. Also, ATC principals are asked to forward it to their staffs.

Please send your questions, comments and suggestions on Monday Message to Jennifer Ginn by 10 a.m. Friday to be published in the upcoming week.