OCS Office Hours- Post
The purpose of the OCS Office Hours is to allow Charter School Leaders to connect with NCDPI departments to share information and resources. Please review the links below to view previous sessions or RSVP for next month.
October 22: Leading with Purpose: Building a Positive School Culture- slides
November 19 at 10 a.m.: Early Literacy & Funding. RSVP HERE to receive the calendar invite with the connection link. December 13 at 10 am: Exceptional Children's Grievances & OCS Supports. RSVP is coming soon!
The Office of Charter Schools is excited to connect with you. If you have questions, contact Dr. Brandi Gill at brandi.gill@dpi.nc.gov. TRANSPORTATION GRANT 2024-2025
Charter school leaders - last week, you received the 24-25 Transportation Grant instructions and application in your Epicenter account. Please review the instructions and application fully before reaching out with questions. Instructions, deadlines, and more are provided within that document. You must serve at least 50% Economically Disadvantaged students in order to receive funding. OCS will confirm your EDS headcount following the December headcount. Questions should be directed to Nicky Niewinski < Nicole.Niewinski@dpi.nc.gov>. November 5 Lunch + Learn: Meaningful Family and Community Connections that Work event from 10:30 am to 1:30 pm @Voyager Academy, Durham.RSVP is required.
Adopt a WNC Charter School
School Business October 25, 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.
Helene Updates
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[Thursday], the NC General Assembly ratified a second Hurricane Helene relief bill (Senate Bill 743) impacting PSUs located in declared disaster counties. This bill is currently awaiting the Governor's signature. It includes:
- the opportunity to request additional calendar flexibility from the State Superintendent
- $5 million for increased mental health support for students at affected PSUs
- $50 million for facility repair and renovation costs not covered by FEMA or insurance
- $5 million each for both technology - in particular student and staff devices
- $5 million school nutrition equipment replacement
- This is in addition to the $16 million to compensate school nutrition personnel for missed instructional days that will be waived, as enacted in SL2024-51
- The bill also includes a provision to waive the reapplication of students withdrawn from affected charter schools for the 2025-26 academic year.
When the bill becomes law, we will recommend to the State Board of Education a modification to the allotment policy manual to authorize disbursement of the funds. School Business Services will provide supporting information to assist the PSUs related to these funds.
SBS has also posted several new resources this week for PSUs impacted by Helene to our What's New page:
LEA Class Size Waiver Request Form
An LEA impacted by Hurricane Helene may submit the class size waiver form under the Act of God
Provision (115C-301.(g)) to Student Accounting (studentaccounting@dpi.nc.gov). There is only a need to submit one form per school.
NCASBO FEMA Panel Discussion
On Friday, October 18th NCASBO hosted a session at their fall conference on tips for navigating FEMA and insurance reimbursements. The recording is available for those that could not attend:
ESSER Reversions - All PSUs
We have posted a list of object codes not allowed to be encumbered to our What's New webpage. Please refer to that document if you have encumbrances that were expected to be paid after 9/30/24 to check if the any encumbrances in question had object codes on that list. For questions relating to ESSER revisions, please contact Nathan Craver (nathan.craver@dpi.nc.gov).
Helene Impacted PSUs
If you were impacted by Hurricane Helene and this prevented you from being able to record encumbrances or year to date expenditures by the 9/30/24 deadline, you may provide the details of the amount of the encumbrance or expenditure by PRC, Purpose, and object code no later than Wednesday, October 30th to Nathan Craver (nathan.craver@dpi.nc.gov). Please provide an attachment to your email the documentation that the invoice was dated prior to October 1st or the PO was dated prior to October 1st, but was not able to be entered into the system.
DPI will submit the records to the US Department of Education for permission to allow the amounts. If approval is granted, an allotment adjustment in the system will be made by the School Allotments Section. We anticipate that this adjustment will likely be made mid- to late November. Additionally, please be sure your October datafiles are updated to include any data adjustments you submit. We anticipate that USED will approve these allowances; however, at this time we can not guarantee their approval.
FY2024-25 Allotments - All PSUs
The following items of interest were recently processed or are being processed by the end of the week:
- State PRC 0085 - Literacy Intervention allocations as provided by the Office of Early Learning
- Federal Immediate Reversions for ESSER PRCs
The following items of interest are scheduled for allotment before the end of October:
- State PRC 0052 – Extended Learning and Integrated Students Support (ELISS) – Year 2 Grant Awards as approved
- State PRC 0062 - Small County and Low Wealth Signing Bonus for Teachers Allocations
- Federal PRC 0110 - 21st Century Community Learning Centers – Grant Year 2025 Allotment approvals-to-date
- Federal Immediate Reversions for expiring PRCs (Non-ESSER)
If you have general allotment questions, please email allotments@dpi.nc.gov.
PSU Cash Application Information for Ordering State and Local Cash – All PSUs
Effective Friday, October 25, 2024, the PSU Cash Application (PCA) will go live with ALL cash requests including State, Local, and Federal cash. Please note, effective Monday, October 28, 2024 ALL cash requests are due on Mondays by 11:59pm. Cash requests for the November 1, 2024 Funds Requirement Date (FRD) will have all funding sources included via the PCA.
Thank you to those PSUs who were able to join us for one of the webinars this week. For those of you who missed them, a prerecorded webinar and guidance document for ordering cash will be posted to the website on the Cash Management page. For questions, please contact CashMgt@dpi.nc.gov.
September Zero Out – All PSUs
DPI plans on posting the September State and Federal cash zero out entries next week. The September cash zero out process will be based on year-to-date cash and year-to-date expenditures.
Friendly reminder - in addition to all expenditures needing to be coded to valid account codes, federal expenditures and federal cash will need to have corresponding grant years. Failure to correct invalid account code and missing grant year postings may result in incorrect data file postings and the pulling back of state and federal funds. If you have any questions about the invalid code information or for new Chart of Account (COA) codes, please contact SchoolFinancialReporting@dpi.nc.gov.
MFR Updates - All PSUs
The MFR dashboard is now updated to reflect the 3rd reporting period. Any ESSER PRC with a missing grant year has been forced to be 31.
Required Annual Reporting Due October 31, 2024
The SS200 (All PSUs) and SS300 (LEAs only) reports are due by October 31, 2024. For more information, please refer to the September 19 School Business Newsletter. If you have questions related to the SS200 or SS300, please contact david.cauthorn@dpi.nc.gov.
SBS Website Updates
SBS has moved several items previously posted to our What's New page to their relevant subject pages to make room for newer materials. Below is a list of the changes and where you may find those documents moving forward:
From the Office of School Nutrition
School Nutrition Inventory Losses for PSUs Affected by Helene
Please be aware that School Nutrition related inventory losses incurred because of Hurricane Helene will should be included in the PSU’s insurance claims and/or FEMA claims. The state funds provided in the Disaster Recovery Act of 2024 (SL2024-51) are for salary and benefits ONLY for lost Instructional Days.
Note: These State funds do not apply toward compensation for any work related to clean-up, etc. as state funding cannot be used to compensate employees for the same hours twice. The Local BOEs have to determine how best to compensate employees for HELENE related activities and how those may need to be documented to claim reimbursement from FEMA/Insurance for those costs.
It will be important for the School Nutrition Administrator and Finance Officer (or designee) to collaborate to ensure that all losses incurred by School Nutrition have been properly accounted for and supporting documentation for anticipated reimbursement is maintained and readily available upon request by FEMA.
As additional information becomes available, it will be shared through the Hurricane Helene “What’s New” section of the Financial and Business Services website. SBS continually updates the FAQ and will have a section specifically for School Nutrition related questions.
From the Center for Safer Schools
School Safety Grants Deadline Extension - All PSUs
Several Helene-impacted PSUs expressed concerns regarding meeting the extended safety grant submission deadline (October 31) and implementation timelines. The Center for Safer Schools (CFSS) is aware of the challenges and willing to support those in need. If any of you have questions about either submission deadlines or the implementation timeline, please email the CFSS team (cfss@dpi.nc.gov) with your challenges and they will do their best to work with your specific needs.
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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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10/31/2024
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School Safety Grants
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09/27/2024
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10/31/2024
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SS200 Full-Time Personnel Report
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09/19/2024
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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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IPS ONLY
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DUE DATE
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TOPIC
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NEWSLETTER
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12/13/2024
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PPL Form for December Reimbursement
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10/10/2024
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*NEW* NC Teacher Working Conditions Survey (NC TWC) Interactive Dashboard AND Interpretation to Action Guide
At the AIM Conference (see session slides), NCDPI released the *NEW* NC Teacher Working Conditions Survey (NC TWC) Interactive Dashboard AND Interpretation to Action Guide. Educators can now access these new resources to explore and use their local data in new ways. Available on the Resources Page of NC TWC Website.
Apply by December 2nd if you are interested in serving on the NC Math Standards Data Review Committee (DRC).
Protecting Our Students Videos Now Available
The Protecting Our Students Act Course Guide and Videos are available and were sent to Superintendents, Safety Directors and Principals. This essential programming was created in alignment with N.C. General Statute 115C-105.57(2a) and Session Law 2023-128/House Bill 142. A course guide and videos were developed by the North Carolina Center for Safer Schools in collaboration with Capitol Broadcasting Company, aimed at equipping K-12 school employees with vital information regarding inappropriate behavior and adult sexual misconduct in school environments.
As stipulated in N.C. General Statute 115C-105.57(2a), it is required that these videos be viewed by students in grades 6 through 12 across all public school units. The videos for school staff are strongly suggested to be viewed by all school personnel. School staff/adults should view their video prior to students reviewing the information so that adults are prepared to facilitate the middle and high schools courses/videos. School staff who are facilitating the middle/high school course/video should also read the facilitator guides provided with the student (high school and middle school) videos. We are sharing these materials to ensure compliance with this legislation and to provide you with the necessary resources. The Protecting Our Students Course Guide that has been shared with Superintendents, Safety Directors and Principals has all the details and information. The Protecting Our Students Video Course Guide and Canvas Course has been designed to assist PSUs in delivering the “Protecting Our Students” Videos to both staff and students. This no-cost training package will help you understand how to access these videos within the Canvas system. Any staff that has NCEd Cloud access will be able to access Canvas courses through NCEd Cloud, even if the PSU does not have Canvas LMS. For staff that does not have NCEd Cloud, the materials can be uploaded to your own management system or utilized in platforms such as Google Classroom. The links are provided on the Protecting Our Students Course Guide, and each educational region has a unique link for each video/course (middle, high school and school staff).
All PSUs will be required to submit an attestation form confirming and verifying that they have shared the course and the videos for middle and high school students (grades 6-12). The attestation form is a required attestation form submission completed by the Human Resources Director and Superintendent of each PSU. Students do not sign attestation forms. This attestation form is for PSUs to submit indicating they have facilitated the course and videos with middle and high school (grades 6-12) students.
All adults working in schools are strongly suggested to complete a quiz to verify their completion of the “Protecting Our Students” videos. PSUs are strongly suggested to submit this attestation form to the NC CFSS confirming that all school staff — both classified and certified, along with any adult engaging with students during campus or school-related activities — have viewed the mandated “Protecting Our Students” videos in accordance with N.C. General Statute 115C-105.57(2a). In the Canvas course, school staff can have the option for a printable certificate. If school staff does not have an NCEd Cloud account to log into Canvas, a printable certificate is available in the course guide linked above. Clear communication is vital for effective prevention. Together, we can establish a robust support network that empowers and protects our children. Our experiences have shown that proactive measures taken by adults are far more effective than relying on children to protect themselves from sexual abuse. It is crucial for students to receive accurate, age-appropriate information, along with reassurance that trusted adults are there to support and protect them. Additionally it is important for all staff to understand which inappropriate behaviors must be reported to foster a safe environment for all students.
School Safety Grants
The application for the 2024-2025 School Safety Grants is live in CCIP. The Center for Safer Schools will award a total of $30 million in funding to North Carolina public school units for Safety Equipment, Services for Students in Crisis and Training to Increase School Safety.
The application deadline is Thursday, Oct. 31 at 11:59 p.m. The grant – titled “Equipment, Services for Students in Crisis, and Training to Increase School Safety” – can be found under CCIP, FY 2025.
Due to the amount of funding available, there will be a limit on awards to PSUs in each grant category:
School Districts
- Safety Equipment: $500,000
- Services for Students in Crisis: $350,000
- Training to Increase School Safety: $350,000
Charter Schools
- Safety Equipment: $250,000
- Services for Students in Crisis: $350,000
- Training to Increase School Safety: $350,000
Please note that if a PSU’s staff does not attend a virtual training and its application is incorrect, it may affect funding. If you have questions, send an email to schoolsafetygrants@dpi.nc.gov. Training Calendar
The Center for Safer Schools is providing public school units with a Training Calendar for the months of October, November and December. Both virtual and in-person sessions are available, including Gang Psychology, Behavioral Threat Assessment and Management, School Risk Management Plan, I Love U Guys Standard Response Protocol/Reunification, Youth Mental Health First Aid, Bully Prevention and Intervention, Active Assailant and BTAM Office Hours.
Each PSU attendee will need to register individually using the link located on the Training Calendar. Click here to view the calendar. If you have questions, send an email to cfss@dpi.nc.gov. OCR/CRDC - SY2023-2024 Coordinator Contacts Due November 15, 2024
Note: PSUs that were not open in the school year 2023-24 are not required to participate in this collection.
CRDC Coordinator Contact Updates Due in EDDIE - November 15, 2024
This week, the Partner Support Center (PSC) and OCR will notify the nation that registration and contact information for the upcoming CRDC is due by October 31. Please note that this messaging does not apply to North Carolina.
For PSUs in North Carolina, it is essential to update EDDIE with two CRDC Coordinator contacts by November 15, 2024. Additionally, PSUs are strongly encouraged to verify or update the Student Information Coordinator contact.
Instructions for creating staff entries (roles) in EDDIE can be found in the Help Using EDDIE section of the NCDPI website. After November 15, 2024, NCDPI will provide Partner Support with a North Carolina Universe file and a CRDC Contact file. Identified CRDC Coordinators will receive login credentials from PSC before the submission window opens.
CRDC Webinar – Getting Started
Join the SEA CRDC Coordinator for preliminary information on the upcoming collection process. Staff who attend will understand how NCDPI communicates with PSU CRDC Coordinator contacts, what to expect from NCDPI regarding support for the collection, and what resources are available at the local, state, and federal levels.
This 1.5-hour session has been scheduled twice and a recording will be provided in the NC CRDC SY 23-24 Canvas Course. Use the links below to register for the webinar.
NC CRDC SY 23-24 Canvas Course – Now Open
The NC CRDC SY 2023-24 Canvas Course is now open.
The course is divided into modules that build concepts step by step, outlining PSU responsibilities and explaining how NCDPI assists with pre-populating data. NC-specific documentation, such as the CRDC Collection By Entity Excel document, will be housed in the course and is critical for understanding what data NCDPI will pre-populate when the submission window opens. The course also includes presentations, webinar recordings, and guidance on the error resolution process within the Federal Submission Tool.
Any public school employee involved or interested in CRDC is invited to enroll. The course enrollment link is available on the NCDPI CRDC website: Civil Rights Data Collection | NC DPI.
SY2023-24 CRDC Federal Submission Window
The OCR has announced that the Federal Submission Tool will be open from December 9, 2024, through March 7, 2025. The 2023-24 LEA and School forms have been published. For more information, visit the Communities360° - Home > Overview > Home (ed.gov).
CRDC Support
Temporary Suspension of Immunization and School Health Assessment Requirements due to Hurricane Helene
The purpose of this memo is to notify public, private and religious school principals of extensions made to the 2024 annual immunization compliance and reporting deadlines due to Executive Order 319.
All North Carolina public, private, and religious schools are required annually to report on the immunization status of all students in kindergarten, seventh grade, and twelfth grade (G.S. 130A-155(c)).
Families are strongly encouraged to obtain required immunizations for their children as early as possible. However, due to Executive Order 319, an extension has been authorized for compliance and reporting, as outlined in this State Health Director's Memo. The time period from the first day of attendance through October 31st, 2024, will not count toward the 30-day grace period for students to comply with immunization requirements. The 30-day grace period will start November 1st, 2024, and the exclusion date is December 1st, 2024.
The deadline for schools to submit their annual report has been extended until January 15th, 2025. Please note, these reports should reflect student compliance status on the new deadline date.
Reports must be completed online, by school name and ID number, via the following link: https://survey.alchemer.com/s3/7953784/2024-2025-Annual-K-12-Health-Assessment-and-Immunization-Report
Feminine Hygiene Products Grant (FY25)
Application Now Open
We are excited to announce that the application for the Feminine Hygiene Products Grant Program for the 2024-2025 school year is now available. The Feminine Hygiene Products Grant Program provides grants of up to $5,000 per PSU to purchase feminine hygiene products. To receive this funding, your PSU will need to complete the grant application in its entirety. Grants will be awarded on a first-come, first-served basis. PSUs that did not receive a grant in the previous fiscal year will be given preference. Please review the allotment policy (page 77) for more information.
Click here to access the Feminine Hygiene Products Grant Program Application
If you have questions about the application or grant award process, please reach out to Lillian Pinto, Reproductive Health Consultant, via email: lillian.pinto@dpi.nc.gov.
K-12 Math Standards Release
The K-12 Math team launched our All-stakeholder surveys for the Math standards review. I've linked both the message from the listserv I sent out and a link to a Google doc with the specific links to each all-stakeholder survey and the introduction for each.
Could you run this in any/all of the charter school newsletters you might have? Feel free to tweak the wording as you think best. The surveys will stay open until Nov.4th.
Request Tech Support for NCSIS and Other Applications
Need technical support? View NCDPI Technology Services’ new one-page reference sheet for frequently used support links and contact information. Please note that there are now two options for submitting support tickets related to NCSIS powered by Infinite Campus.
- For Infinite Campus application issues and general technical support, visit support.infinitecampus.com.
- For other NCSIS issues (duplicate students, amplify/missing students, etc.), visit go.ncdpi.gov/help and choose “Something is Broken,” then “NCSIS – Powered by Infinite Campus.”
NCDPI Master Data Calendar for 2024-25
The Master Data Calendar for the 2024-25 school year is a valuable resource to have on hand. The calendar outlines all data due dates for the 2024-25 school year.
NCDPI Master Data Calendar for 2024-25
Academic Standards Statewide Supports for 2024-25
NCDPI's Office of Academic Standards Statewide Supports for 2024-25 is now online! The professional development calendar offers a year-long overview of upcoming webinars, resources and leaders’ meetings for each content area. Be sure to check the calendar regularly for updates.
Find professional learning opportunities, registration information and more.
NCSIS Implementation Check-In Calls
Regular check-in calls are instrumental in resolving issues and providing timely support to PSUs. Superintendents, leadership teams, technical leads and SIS coordinators are strongly encouraged to participate. Moving forward, these calls will transition to a bi-weekly schedule. To ensure your questions are addressed, please submit them in advance.
Use this link to register and submit questions.
*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!
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:
November 8
December 6
Time: 10:30-11:30am
Virtual Link:
Kim Evans' Personal Room
Important MEMOs:
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