Mark Your Calendar!
- McKinney-Vento Data Collection – Opened May 4; due June 23
- 21st CCLC RFA applications due May 26th
- Annual EGMS shutdown – July 24 – August 4
- 2023-24 CIP Budget Narrative ESEA Statement of Assurances and Prayer Certificate - Opened April 1st, due June 30th
Annual EGMS Shutdown
EGMS will be shut down to external users: July 24-August 4, 2023, for end-of-fiscal-year claim processing and rollover of continuing funding into the next biennium’s indexes. This means no claims can be submitted and only the claims submitted by July 23 will be paid during this timeframe.
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Grantees must submit any grant claims by midnight on Sunday, July 23, 2023, if those claims need to be paid in this current fiscal year and/or included on the annual Schedule of Expenditures of Federal Awards (SEFA), otherwise they will be counted toward the next fiscal year.
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Grantees using a cash basis of accounting need to submit claims by Sunday, June 18, 2023, to ensure receipt of payment in time before the end of the fiscal year for reporting purposes.
The annual EGMS shutdown is necessary to close ODE’s fiscal year and move continuing funding to the next biennium. Please don’t hesitate to contact us at ode.egms@ode.oregon.gov if you have questions. Thank you all for the great work that you do!
REMINDER: 2023-24 CIP Budget Narrative Assurances Due June 30, 2023
The Federal Systems Team, in partnership with the Multilingual and Migrant Education team, continues to explore strategies to strengthen the fiscal policies and practices necessary to implement federal ESSA Title programs and reduce administrative burden on districts. As part of this effort, the ODE will make key adjustments to the timeline that federal funds are available for submission and approval.
In order to be considered substantially approved the following assurance forms must be signed by a School District’s Superintendent or Designee and submitted via the CIP Budget Narrative Assurances Smartsheet Form by June 30, 2023:
These assurances opened April 1, 2023 and are due June 30, 2023. The Federal Systems Team at ODE stands ready to provide support. Please reach out to Kyle Walker, Federal Programs Analyst, with questions that you may have regarding this new process timeline.
Tydings Waiver Request to ED – Update
The Oregon Department of Education (ODE) submitted its waiver request to the U.S. Department of Education (ED) on May 1st. This request includes:
- extending the period of availability for 2021-2022 Title I-C, Title III and Title IV-B funds through September 30, 2024; and
- allowing ODE to waive the 15% spending cap on carryover of 2022-2023 Title I-A funds more often than once every 3 years.
Please note that if ODE’s request is approved by ED and a district takes advantage of the waiver to carryover more than 15% of its 2022-2023 Title I-A funds, the next time ODE will be able to allow carryover of more than 15% will be for 2025-26 Title I-A funds.
Be aware that Tydings Waivers are not guaranteed to be approved and that Title funds should continue to be spent down before September.
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ESSA Quick Reference Brief Spotlight: Maintenance of Effort
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Maintenance of Effort (MOE) requires districts to demonstrate that the level of state and local funding for public education remains relatively constant from year to year. This means a district cannot reduce its own spending for public education and replace those funds with Federal funds. In ESSA Quick Reference Brief: Maintenance of Effort learn more about what a district must do to demonstrate that it has met MOE requirements.
Check out other ESSA Quick Reference Briefs on the Federal Programs web page.
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A Note from the Private School Ombudsman
The Private School Participation for Title IV-B (AKA 21st CCLC) webpage has been updated to reflect new guidance and resources regarding equitable services to private schools. The updated webpage answers frequently asked questions such as:
- What are equitable services?
- How does a subgrantee consult with private schools in order to provide equitable services?
- What topics must be discussed during consultation?
- How is the proportionate share calculated, and how should it be used?
Additionally, the following resources are now available:
*Note: District subgrantees can choose to use these documents that are specific to 21st CCLC equitable service programs or an Intent to Participate Letter and Affirmation of Consultation that are inclusive of all Title equitable service programs. CBO subgrantees are encouraged to use these documents that are specific to 21st CCLC equitable service programs.
Questions? Concerns? Have a document to submit? Please email Janette Newton, Private School Ombudsman, at janette.newton@ode.oregon.gov or call 503-551-9405.
McKinney-Vento Data Collection Open
The annual McKinney-Vento (MV) Data Collection opened Thursday, May 4, 2023 and ends Friday, June 23, 2023 for the 2022 – 2023 school year. As part of this year’s collection, we need your help to ensure all MV eligible students are reported. This includes pre-kindergarten students.
In the past, data regarding PreK students was collected via a spreadsheet. This year we are asking districts with district-run/sponsored PreK or Head Start programs to submit their data regarding PreK students with the rest of the collection. This means including their assigned SSID with the rest of the students.
If there are 0-2 year olds or 3-5 year olds without an SSID in your district that have been identified as McKinney-Vento, please submit the numbers of kids with this spreadsheet. This spreadsheet can also be used for “non-district run” preschools.
Some data collection resources that you may find helpful include:
- The ODE District page about this collection
- ODE MKV Collection Training Slides (liaison version of the training)
- ODE MV Collection Submission Guide
Thank you for your efforts, and please contact Liz Rain for support during this important data collection!
Engaging Equity Professional Learning Series
Engaging Equity: Equitable Mindsets, Practices, and Systems is an openly licensed professional learning series developed in partnership by the Oregon Department of Education’s Office of Education Innovation and Improvement and WestEd. The series is designed for participation in teams, PLCs, or other groups, and also available to individuals. Learners can access the content through a public Canvas course, or the modules can be imported into your organization's Canvas LMS.
The first four modules of the series focus on Racial Equity Foundations and they are now available on the Oregon Open Learning Hub in the PK-12 Professional Learning Group. Each module should take 60-90 minutes for the learner to complete. Additional modules are in development and will be available on the Hub as soon as they are published. For more details, view the full scope and sequence for the professional learning series.
FST's "Framework of Support"
Our goal is to provide differentiated support and strengthen the partnership between districts and ODE federal program staff. Check out the resources and support below and please don’t hesitate to reach out and let us know how we can support you!
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