9/17 - OCS Virtual Office Hour:
Welcome Back to School with the TOP 3 TIME SENSITIVE TOPICS YOU NEED TO KNOW! +ESSER Audit guidance.
Please RSVP
Immigrant Headcount
An immigrant headcount refers to the process of accurately counting and documenting the number of immigrant students in your Public School Unit (PSU). For the purposes of education, the federal definition of an immigrant student is specific:
An immigrant student is defined as an individual who:
- Is aged 3 through 21
- Was not born in any State of the United States
- Has not been attending one or more schools in any one or more States for more than 3 full academic years
Conducting an immigrant headcount is crucial for several reasons:
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Resource Allocation: It helps schools and districts determine the resources needed to support immigrant students.
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Program Planning: Accurate data allows for the development of targeted programs and services.
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Funding: Many educational funding opportunities are based on the number of immigrant students served.
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Compliance: It ensures schools meet federal and state requirements for serving immigrant students
Immigrant Headcounts must be submitted by October 7th. We are offering Immigrant Headcount Review sessions.
The sessions will be recorded and made available by September 20, 2024.
School Attendance and Student Accounting (SASA) Manual UPDATE - Must have resource for attendance and enrollment/withdraw questions!
The SASA Manual was amended to implement pertinent legislation, funding in arrears, and the new Student Information System (SIS). Revisions include the admission of out-of-state and foreign exchange students to charter schools, withdrawing students from school, coding attendance on individual student make-up days, the class size waiver request process, guidance about eligibility for use of a modified school calendar, retention of digitized student records, and assignment of Student User Identification numbers. Information about the addition of Pre-K ADM to the K–13 ADM for purposes of school principal salary calculation was added as well; changes to the Principal Salary Schedule are effective January 2025 and will be brought before the Board in the fall for final approval.
2024 Updated SASA-Manual
School Business - September 6, 2024
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The FBS website continues to be updated with information related to School Business and our ongoing operations. Please check the FBS homepage regularly for updates. Please review the upcoming deadlines for due dates.
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Reminder: Federal Grants Ending on or Before Sept 30, 2024
Please be reminded that there are several federal grants that are now allocated and must be accounted for
by grant year whose period of performance ends on or before September 30, 2024. The list of grants has
also been posted to our What's New page. Please review your federal allotments to ensure you have
expended those funds before those grants end. This includes ensuring you have recorded all expenditures
and if needed eligible encumbrances to the appropriate grant year in your system.
Reminder: Grant year reporting means that expenditures and cash draws are all accounted by grant year for the federal grant funds. These must align. Please work with your software vendors if you are still unclear
how to appropriately account for these funds using the new grant year code segment in the Chart of
Accounts (COA).
OCS Virtual Office Hours: ESSER Audit Findings Webinar - IPS Only
On September 17, 2024, the Monitoring and Compliance section will be joining with the Office of Charter Schools to present findings from the construction and Davis-Bacon compliance reviews. The webinar will focus on specific construction related and Davis-Bacon compliance requirements and offer recommendations to remedy any noncompliance issues. All Charter Schools are welcomed to join. Please RSVP to receive the meeting link.
A similar webinar will also be offered to the LEAs in September as well. We will send out more details next week.
Athletic Funds Survey - All PSUs
The deadline for the athletic funds survey has been extended to Monday, September 30, 2024. The link and a PDF of the survey have been posted to our What’s New webpage.
The survey applies to all high schools that participate in interscholastic athletics. Data is being collected for FY2023-24 funds accounted for through the PSU's general ledger only. This would not include 3rd party funds that do not flow through the PSU's ledger.
A previous session law required data be submitted from the 2020-21 fiscal year onward. However, we anticipate that data for these years may not be needed, as legislation with revised language was introduced before the General Assembly adjourned. Should we need to collect the previous years of data, we will send out a follow-up survey. We will send out an additional survey for 2024-25 in the spring.
NCDPI will compile the data into a report to submit to the State Board and the JLEOC. Following your response to these surveys, there is no further action required from your PSU.
Come Work for the School Business Team in Raleigh!
We have an opening for the Accounting Manager for our Fiscal Monitoring section in our Raleigh, NC office. The position oversees over $13.8 billion in State funds, $1.1 billion in federal funds, $6.3 billion in COVID funds, and $1.5 billion in capital funds, as well as other federal programs. This position is critical for the success of our division. It has responsibility for the managing, planning, directing, coordinating, monitoring, and/or supervising the fiscal monitoring and compliance area within School Business but also on behalf of the agency. This position ensures that operational, procedural, and regulatory requirements are met related to all the funding allocated out to the PSUs from the agency.
More information can be found in the online job posting. If interested, please apply online. The position is located in the Raleigh NC office.
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Deadline Reminders
ALL PSUs
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DUE DATE
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TOPIC
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NEWSLETTER
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09/30/2024
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Athletic Funds Survey
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08/29/2024
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11/01/2024
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Cleaner Classrooms for Carolina Kids Enrollment
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01/05/2024
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2024 School-Based Mental Health Policy Report
Dear Charter School Contact,
In accordance with North Carolina SL 2019-245 and SL 2020-7 and with State Board of Education Policy SHLT-003, each K-12 school unit is required to upload a copy of their School Mental Health Improvement Plan and answer questions in the School Mental Health Policy Report.
In the online reporting portal, you will indicate that you are a charter school, and you will be directed to the SMH policy questions. To make it easier for you to assemble your report information prior to going online, a Word version and PDF of the online survey is attached to this email. Please complete the online survey to submit your report.
The survey platform is setup to allow respondents to leave the survey and resume their progress later, so long as they return on the same browser where they started the survey and do not wait longer than a month to return to the survey. This feature works by placing a cookie on the respondent’s browser that keeps track of the survey progress.
The information needed to complete the SMH progress report will come from your School Mental Health Improvement Plan, which is required to upload and must include the mental health training program and suicide risk referral protocol.
Please note the deadline to complete the HAC Progress Report / School Mental Health Policy Report is September 15, 2024.
You can access the reporting portal through the link below.
2024 Healthy Active Children Policy Progress Report / School-Based Mental Health Policy Report
If you have questions or challenges in completing this online survey, please contact Les Spell at Les.Spell@dpi.nc.gov.
We appreciate the time and energy spent in completing this report and look forward to reading each submission.
North Carolina Foster Care Education Program
Updating Contact Information for Foster Care Point of Contact
The Every Student Succeeds Act (ESSA) requires all LEAs to appoint a local foster care point of contact (POC) to support the educational needs of their students in foster care. To ensure that your charter’s foster care POC is receiving communications from our office please review the NC Foster Care Local POC Directory. If the contact information is incorrect, the NC Foster Care Local POC Form should be completed as soon as possible.
New State Coordinator for the Foster Care Education Program
Join us in congratulating Dr. Yatisha Q. Blythe as she begins her new position as North Carolina’s State Coordinator for the Education of Children and Youth in Foster Care. Dr. Blythe’s 20-year career in education has been dedicated to supporting and advocating for children, youth, and families experiencing homelessness and involvement with child welfare agencies.
Serving as the state technical assistance center, the NCFCEP remains steadfast in its commitment to ensuring state policies align with federal law. This is manifested through our provision of comprehensive technical assistance and guidance to local foster care education POCs, and efforts to disseminate informational and awareness materials to educators and various community stakeholders across North Carolina. For any inquiries, suggestions, or feedback, please contact Dr. Blythe at yqblythe@serve.org.
NC Virtual Public School (NCVPS) is offering free Digital Transition professional development webinars for educators during the month of September:
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September 12th at 4:00 pm - Finding and Creating Captions Everyone Can Use
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September 18th at 5:00 pm - AI SERIES: Integrating Artificial Intelligence into Your Daily Lessons
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September 19th at 4:00 pm - Science Labs in a Digital World
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September 24th at 7:00 pm - WORLD LANGUAGE: Building Cultural Competence in the World Language Classroom
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September 26th at 4:00 pm - Personalized Learning in Canvas
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September 30th at 5:00 pm - CTE SERIES: Behavior Management in Career & Technical Education
CEUs are available. Visit the NCVPS Digital Transitions website for registration links and archived recordings of sessions!
EVAAS Training announcement
In collaboration with NCDPI, EVAAS is pleased to announce an exciting new training event: EVAAS University.
This in-depth learning opportunity will enable educators to build capacity in school districts across NC. Attendees will be selected from an applicant pool, prioritizing participants who can serve as leaders for data-informed education in their districts.
Find additional information about EVAAS University here: https://ncdpi.sas.com/support/NC-EVAAS-U-Flyer.pdf
We look forward to seeing you soon!
 Start With Hello Week
Sept. 16-20 is Start With Hello Week, which is dedicated to making new social connections and creating a sense of belonging among youth. The Start With Hello program teaches students to be more socially inclusive and connected to one another and empowers them to end social isolation.
The Center for Safer Schools will have posts on its social media channels in support of Start With Hello Week. Public school units are encouraged to share posts using the hashtags #StartWithHello and #StartWithHelloWeek.
Click here for more information on the Start With Hello program and to register your PSU for Start With Hello Week. -
SRP/SRM Workshop
The Center for Safer Schools will host a Standard Response Protocol and Standard Reunification Method Train the Trainer Workshop on Wednesday, Oct. 16. The training, held in partnership with the I Love U Guys Foundation, will be held from 8 a.m.-4 p.m. at the James Garner Center, 211 Burnette St., Troy, N.C.
SRP and SRM are used for crisis response and post-crisis reunification. The Train the Trainer Workshop introduces participants to the history, concepts and functionality of SRP and SRM and how to train the programs internally.
After learning about the five actions of the Standard Response Protocol, and their associated directives, participants will be able to implement the program and enhance their school safety plans.
Participants also will gain an understanding of the methods for planning, practicing and achieving a successful reunification using the Standard Reunification Method. They will have the ability to organize a reunification team in their school and create a reunification plan.
The workshop is open to school safety directors and support staff. Safety directors and their respective “think partners” (school administrators, law enforcement, etc.) are encouraged to attend together.
Click here to register. If you have questions, send an email to cfss@dpi.nc.gov. -
Peer-to-Peer Support
The Center for Safer Schools is providing a guidance document designed to assist public school units with the creation, adoption and implementation of peer-to-peer programming, in accordance with Session Law 2023-78/House Bill 605. The document is a tool for PSUs to help support their peer-to-peer programming processes and understand the program opportunities offered by the CFSS. This guide provides a framework and resources for PSUs while emphasizing the importance of local adaptation and legal compliance. This guidance should be adapted based on specific needs, legal advice and evolving best practices particular to each district or charter school.
The guide also provides resources for specialized instructional. The CFSS is providing resources to implement Mental Health First Aid, SAVE Promise Club, Say Something Anonymous Reporting System and Start With Hello.
The guidance document is available here. For more information, email cfss@dpi.nc.gov. -
Executive Director Tours
Center for Safer Schools Executive Director Karen W. Fairley is touring North Carolina school districts and charter schools and would like to see anything they want to showcase regarding school safety. For school districts, this includes stops at an elementary school, a middle school and a high school. She also would like to take time to talk with a small group of students.
To schedule a tour, send an email to cfss@dpi.nc.gov. Tours requested but not completed during the 2023-2024 school year will get priority this school year.
Thank you for your patience as she does what she can to get to as many public school units as possible.
Honors regional PD opportunities open to all PSUs
In this session, participants will delve into the components of the new honors policy and learn how to evaluate current honors-level courses to ensure they meet the required depth and complexity. They will explore the Honors Level Course Development and Evaluation Tool and other resources while receiving guidance on policy implementation. Additionally, participants will deepen their knowledge of advanced learning indicators and engage with best-practice instructional strategies that support honors-level coursework.
Bring a team of 4-5 people who are involved with overseeing honors implementation in the district. Consider the roles of CAOs, Instructional coaches, high school principals and APs, lead teachers, etc. This PD is a “train-the-trainer” model.
Flyer & Registration Link:
Important Resources for Charter Schools: (Please Read)
Please click on each link.
Charter School Epinephrine Memo
Charter School Diabetes Memo
*NEW* 24-25 Office of Academic Standards Statewide Supports Document
The Office of Academic Standards is excited to share a yearlong look of upcoming webinars, resources, and leaders’ meetings. This link will stay live and will be periodically updated. The date in the footer will indicate the latest update. Please share!
Regional Standards PD/Direct Admissions Dates and Registration
A new school year is on the horizon and wishing each of you a successful 2024-25 school year as you lead school counselors in their work! Below you will find the registration links for the regional professional development sessions for the new NC Student Success Standards. Again, we will train district leadership and/or designated appointees by the districts, utilizing a "train the trainer" model. We ask that all districts send one designated designee for each grade level (elementary, middle, and high school) who will be responsible for training their district school counselors for that level. District leaders are also able to join this session if you are not already the designee. Please sign up for dates that are for your region due to limited facility capacities.
In addition, we will provide afternoon sessions for the new admission initiative for NC that will begin its roll out phase in the fall on the same day. Be prepared for a full day, from 9-3pm of training.
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DATE
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REGION
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LOCATION
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September 17th
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Northwest
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Olive Hill Resource Center
509 W. Concord St.
Morganton 28655
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September 18th
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West
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Western RESA
200 Ridgefield Ct. Suite 206
Asheville, NC 28806
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September 24th
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Southwest
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Mooresville Intermediate School
1438 Coddle Creek Hwy
Mooresville, NC 28115
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September 25th
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Piedmont-Triad
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JB & Claire Davis Corporate Training Center at Randolph Community College
413 Industrial Park Ave, Asheboro, NC 27205
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October 1st
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Northcentral
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North Carolina Department Public Instruction
301 N. Wilmington Street, Raleigh NC
Room 150
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October 2nd
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Southeast
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Spencer Board Room
New Hanover County Schools
Dale K. Spencer Building
1802 South 15th Street
Wilmington, NC 28401
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Continue have a wonderful week!
Kisha Bryant, Ed.D.
School Counseling Consultant
Healthy Schools and Specialized Instructional Support
Office of Academic Standards
NC Department of Public Instruction
P: (984) 236-2820
kisha.bryant@dpi.nc.gov
North Carolina Homeless Education Program
Updating Homeless Liaison Contact Information
The McKinney-Vento Act requires all LEA[NC PSU]s to appoint a local homeless liaison to support the educational needs of their students experiencing homelessness. To ensure that your charter’s homeless liaison is receiving communications from our office please review the Homeless Liaison Contact List. If the contact information is incorrect, the Liaison Contact Information Form should be completed as soon as possible.
EHCY Program Administrators-Charters
NCHEP has designated two Education of Homeless Children and Youth (EHCY) Program Administrators to support the needs of North Carolina’s charter, lab, and virtual school’s Homeless Liaisons. Liaisons are encouraged to reach out to their EHCY Program Administrator for technical assistance with their homeless education program.
EHCY Program Administrator-Charters
Regions: 1-4
Tamika.Dawkins@dpi.nc.gov
743-222-9024
EHCY Program Administrator-Charters
Regions: 5-8
Savannah.Gay@dpi.nc.gov
743-241-0004
If you are unsure which region your LEA is located in, please review the North Carolina State Board of Education Districts Map.
Human Capital Monthly Webinars held by the Office of Licensure and Educator Preparation
Hosted by Dr. Tom Tomberlin, Senior Director, Educator Preparation, Licensure, and Performance, NCDPI
Dates:
October 4
November 8
December 6
Time: 10:30-11:30am
Virtual Link:
Kim Evans' Personal Room
Important MEMOs:
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