001Hello everybody once again. Thank you for attending today. My name is Her Ramirez. I am coming to you live from Austin, Texas. I am the program director from the for the title 2A program here at the Texas Education Agency. Um yes. So I have posted on the on the um chat the link to our page and if you scroll down in the page you see it the the link for the worksheet as well as the um there's a link for the slides. So that's why it goes to the generic page. So let's go ahead. Today we're going to be talking about the title 2 p special data collections that were training. I appreciate all of you attending today. I know it's after lunch and I hope to make this as seamless as possible. If you
002have questions, we do have the Q&A feature. So, please go ahead and use that. Um, what's going to happen is thanks to the Q&A um feature, I'll be able to then create a one pager with all the responses. So, that way we can make that publicized as well. And then this recording will be available in the same page that I dropped the link on the chat. So, that way you can revisit if you must. So um let's get started. First things first uh just know that we have a legal disclaimer. Um essentially this presentation is intended solely to provide general information and guidance. Um it is not meant to be legal advice and is is essentially according to our current understanding of applicable statute and federal guidance as well. Um, can you repost the slides
003in the chat? One second. Yes, I can. All right. Um the content of this presentation is subject to change, you know, because of any future uh guidance that we receive um as well as because of any guidance or any federal agencies that might have oversight or and authority over this programs. This is not legal advice and so if you require legal advice, you are encouraged to seek counsel from your local council team. So um we also have an artificial artificial intelligence disclaimer. Um TEA does not permit third party recording or use artificial intelligence. Summary services during it grants related trainings. Attendees of TA grants related trainings may not use AI services, language models, applications, interfaces or assistance to attend, review or record the trainings. TA further prohibits any person or entity from using the information
004including the grant related trainings to train AI technologies. Any attendees of TAS grant related trainings who violate this provision may be removed from the trainings and may be barred from attending future granulated trainings. So, now that we got that out of the way, let's go ahead and do our check-in. I'm going to drop that in the chat as well so that people can just click and fill that in. So, if you take a minute for that, I hope you all had a great lunch. All right. So, I'll remind the check in later on if you need it. But as you do that, we can get go ahead and started. The slides have been posted. I dropped a link also in the chat. They're available on the title 2A uh TA page as well. And eventually
005this recording will also be reposted in that same page as well. So um let's talk about why we here. So the elementary secondary acta as amended by every student's exact ESSA title 2 a section 21104 A through C ask that each LEA receiving title 2 A funds shall submit to TEA information um that require that include the following. a description of how the school system is using uh title two funds to meet the purpose of the title and how such activities improve teacher principal and other school leader effectiveness and title two funds are used to improve equitable services uh to teachers for low-inccome and minority students consistent with the section 111G1B and a description of how funds have been used to improve such access. So that's essentially what you will find on statue. What has
006how do we get here? So in the past some of you maybe in attendance today um have been recipients of previous surveys that were administered by the US Department of Education. So typically what that meant was that when the US Department of Education sent those surveys, it meant that we were meeting our we were in compliant compliance with that requirement because the USD was administering such survey. So um in May of this year we were notified that the US Department of Education will not be administering s such survey for grant 2425. That means that the requirement still stands. Meaning that even though typically we have met that requirement and we have been in compliance because the USD has done it, now that they're not doing it, we still have to meet the requirement regardless. So
007um we are now responsible for collecting that information essentially what what I just covered in the earlier slide. And while ACA does not require us to report this information to USDE, meaning we're not going to submit a report to the Department of Education, the requirement is that we have to make the results publicly available. So in order for us to be um to complying with this requirement, we have developed the special collection data survey. um all the data submitted is for year 2425. So we have you have to keep that in mind. We're looking backwards. Um if you have redirected 100% of your title 2 a funds, you more than likely will not have to fill this out because you did not run a title 2 a program. If however you still left some funds
008in there, remember you can reap or transfer all whatever figure you want, but if it's 100% that meant that you didn't have a total to program to run. If you even left a few dollars, you still are then have to comply with all the requirements of the program. And so you do kind of have to fill the survey out. So um those who transfer 100% will not be required to submit the data requested since you technically did not run a title 2A program that now that we know as to how we got here. uh we received the notification, we had to scramble and then create a system that we are able to collect the data um and then sort of like realize that we also have those folks that transfer 100% out so they will
009not be uh required to fulfill this. Let's talk about how you're going to be accessing it um survey. So next week on November 3rd, all school systems who apply for title 2 a program funds during year 2425 and are required to submit data will receive an email from autogenerated email from Smart Sheet. That email will have the link to the survey and the survey opens November 3rd and it closes in January 9th of 2026. The deadline to submit this information is January 9, 2026. What we're going to do then is once you all of y'all respond, we will aggregate all data into one report and then make it public because that's a requirement that we covered earlier that we still need to make such information publicly available. So then we're going to aggregate all the
010data, provide a report and post it on the title 2. page sort of to give you an example of how title 2 a funds are being used in the state of Texas. Again, I want to emphasize that if you have redirected 100% of your title to a funds either by funding transferability or read, you will not receive a notification because you're not required to submit this information. So if Monday comes and you say well I thought the email was supposed to come in today but if in 2024 24 25 year you reap or transfer 100% then you will not receive that email smart sheet survey. So the look and feel is going to look like this on the left. Um okay before we start so I did get a question that will the public data
011reported by campus or by the whole state. So the data will be reported as a host state. We're going to aggregate the entire data. We're not going to go campus by campus. So it's going to be as a whole state. What are the main things that we're spending money on? Who will receive the email? Us or superintendent? I believe Victoria might be answering that question, but I it has to be those folks that have access to the work app. Thank you for the questions. Appreciate it. And thank you because that means I have now an FAQ to publish. Um PMPs, we'll get to PMPs in a little bit and we'll get started in a we'll get to that section a little bit later. So when you open the survey um you'll see on the left
012it will be the blue banner and in here you'll have the similar information that I just covered um which is sort of like how we got here the statuto language uh the deadlines and the time frame um and then pretty much what I just talked about in the last couple of slides. On the right side of it you'll have the submission instructions um and the fields that are ready for data entry. You also have the note um that this survey is one set and that's it. There's no save and continue like once you start it might be best to continue and then at the end you submit because it will if you come back it won't there will be save data. So if you close it let's say you open it you close it that
013whatever data you input if you did not submit will be lost. So keep that in mind that it's best to just sit down and fill in your your information and then move on and submit and move on. Um we have published a worksheet which is also available in the title 2. A web page. We do have uh version 2.0. We it was brought up to our attention a couple of answers were repeated. So we have published uh we were able to publish before today a version 2.0. So, if you have seen version, if you have gone when the um TA letter went out and you downloaded the worksheet, you might want to go back to the title 2. A web page and download the new work worksheet uh which is version version 2.0. So, this
014worksheet is just meant for you to look at all the questions without having to go through the online version. Keep in mind that the online version has skip logic, right? So depending on how you answer some questions might be shown some are not the worksheet just tells you if this is yes go to next question or if this is no goes to question number xyz. So if you want to get a very good in detail as to what questions are being asked the worksheet is available for you to review. Um we made that available so that if you feel better to fill out the worksheet and you just transcribe the data to online whenever you get your survey you're able to do so. Um will all districts required to submit data on a selected? So
015those who are ran a 2024 2025 title 28 program they will be required to submit. Um if you rep transfer 100% then you will not be required. I also got a question on the chat. if you can put it on the if it on the Q&A please because that will be that's a great question I think more people will benefit from that answer um while you do that let's go ahead and look at the different sections so we divided the survey into different sections section one is school system staff cutting information two full-time equivalents three% of title 2 a funds budgeted for um title two funds used for classes reduction Five and 10 is when the logic kicks in. So depending on how you answer the other sections, some of them might be available, some
016might not. And today we're going to be cover all sections. So if you bear with me until the end, that way we can see sort of what we're asking for all of it. Um, however, just keep in mind that when you go online and when you get the the link, it will change according to your to your responses. Um five and 10 covers evaluation systems. Six is hiring, recruiting and retaining staff reference. Seven, professional development. Eight, professional development to support teachers. Nine, professional development to support principles and other school leaders. And then 10, use of funds for other activities. 11 teacher quality and effectiveness and then 12 strategies used to improve equitable access. Then at the end we do have the certification statement. This is the second to the last part of the survey and
017school system certify if they're in agreement with the certification statement. Now I know that um we always talk about documentation. So, you might be wondering, can I get a copy of my responses? And the answer is yes, you can. And the best way to do that is at the very end, you'll have the little check box, which is what that little blue hand is at. You're going to click on that, and you're going to put a valid email address. And I say valid because if it's misspelled, it's not going to be recognizable. Um, let's say you got through the survey, you want a copy of your responses. Go ahead and check this out. You put in your email address, you click submit and the system will then email you a copy of responses. Let's say
018that you submit it. You're saying, "Oh, darn it. Now I kind of wish I would have a copy of that." That's going to be a little more complicated. Um because the system, remember, we are publicized as an aggregate. We're not doing individuals. So, it's going to be a little bit difficult. Um so, the best way to do that is to submit a help form. That way uh we can try and work with smart sheet themselves to be able to extract your own individual responses that might take some time. So if you are wondering well I kind of want to now I don't know I forgot what I put or maybe I did it wrong or um I just want to share with my leadership what we responded. The best way to do that is to
019go ahead and when you get to this section go ahead and write your email address and submit. That way you can get a copy of it right away. Otherwise, you're going to have to do a work help form, which it might might take longer for us to get the information back to you. So, I did get a question about, can you show us what the icon of the page looks like? The reason why it's not there is because it's not public until Monday. Remember, notification goes on Monday. So, Monday is when you're going to see it. And even then, remember that you're going to get an email with a link to it. So, that way you can respond. You might not be able to see it on your dashboard on smart sheets. Will include only
020title two funds information 2425 otherwise includes transfer to title 2. Great question. So for this what if you depending on how loyal you want to be to the funds you're referring to. If you're looking at 2425, there is a section around final amount on your ESA application that tells you this is a final amount for title 2. You can refer to that if you want. We'll get to that later on because what you're going to see throughout our presentation today is that we're going to be using the word budgeted a lot. So, I'm going to go ahead and and click on this one and leave this one on the on the FAQ. Um that way we I can come back and refer to it when we get to some of the slides later. Um will
021compare responses to the survey? Uh no. So we'll also what we're going to do on this one is that we're we're not going to compare your responses to the compliance report because we're going to we're the point of this is aggregated data. So there's not going to be a connect between the two. We all need just need what we need is to make a big report of how things are being spent and publicize it. Um we're not going to monitor it. So there's nothing for you to keep in file. Um which we'll get to that later as well. Uh when it comes to final amount, no on the uh on the application itself, I think it's BS 601. Uh reallocation is a different line. So, you're gonna go back to final amount. Okay, great questions.
022Thank you'all. And I'm gonna have to watch this video so I can remember my answers to it. But anyway, uh thank you for shooting. All right, let's go ahead and get it started. Um so for section one, we talk about the um school system name and CDN. What's going to happen here? you can start typing on it and your school system may appear. Um, or you can go click on the little arrow over here and then go down the line there by alpha. So, you'll be able to click on your school system name. Um, and you continue with the rest, whoever is filling out the form, the title, email address, and and telephone number. That's just section one. For section two, there was a requirement on from the USDE whenever they were doing their survey
023about asking about full-time equivalence. However, we have uh recognized that we already have a point of data for that. So, we are now going to be collecting this information. You're going to see this message right here on the slide that talks about that this is going to be included on the overall report, but it will not be requested for you to submit. We understand that that's a little bit more burdensome to figure out how many full-time equivalents you have. So we already have a data point available that we can use. So don't worry about section two and it's just telling you that overall at the end yes we will have an aggregate amount of numbers for FTEES but you don't have to report anything section two. This is all what it's going to show. So
024next let's talk to section three which we're starting to see the first word budgeted. You might be wondering but this is budgeted. This is 2425. Why are we talking about budgeted? We it technically should have already been spent and you're not wrong. Um however we wanted to be loyal to whatever the US department of education have provided in the past and they specifically use the word budgeted. So let's say that you're going to do an estimate and this is why you want to answer the survey. Go ahead. Keep in mind though that either if you're using final amount like one of our um attendees colleagues earlier just keep that in mind throughout the whole survey. Um if you're going to use by estimate when it comes to budgeted amounts then just keep that in mind
025through the whole survey. So you can provide estimates if you do not have exact figures. You can do they will be up to you if you want to go into the whole um actual expenditures or if you just have a sort of like a vague idea. So well you know we spent out of 100k we got I know half of it was for sure for this and the rest were on so for and you can go ahead and do that if you want. So again, that's why we allow the the word budgeted and that's what you're going to see throughout the survey because the US Department of Education granted that uh flexibility and we wanted to extend that to you all as well. So um the first one is for 3A you can provide estimates
026if you do not have XR figures. um person 3 A 3A is percent of title 2 funds budgeted to support teachers and 3B percent of funds budgeted to support principles and other school leaders. Can you repeat the answer if this report includes a carryover or not? It does not include carryover because if you go back to the BS um 601 um there is a final amount and that's what we're going to be talking about if that's the if that's the route you're going to be taking. Remember I just covered that you can use budget if you want to. Um allocation of title two funds. So in this section we have for the sections 4 to 10. Please provide the amount of title 2 funds your school system budgeted in the school year 2425 after transfers
027for the following activities. Do not include carryover funds. You can estimate if you do not have exact figures. Please report in whole dollar amounts and run to the nearest dollar amount. This is where you're gonna start seeing the note for the question we got about PMP. Please include any funds used for services in private schools in the categories for which funds were budgeted. Again, budgeted that word keeps coming up over and over again. So remember sections 5 to 10 has logic. So depending on how you answer, we're going to move on. Again, I want to emphasize, do not include carryover funds. You can estimate if you do not have exact figures and report in whole dollars. And then depending on the section, you may include if you paid funds were budgeted or two title two
028funds were budgeted to support private schools in those categories. First one is classes reduction. So for a in school year 2425, did your school system use title two funds after transfers for classes reduction to a level that is evidence-based to improve student achieve a achievement through the recruiting and hiring of additional effective teachers? The answer is yes. If the answer is no, continue to section five. If yes, you go to 4B and opens 4 C. 4B is among budgeted for classes reduction. So let's if that's the case um we we still see the note here please include any fun services in private schools. Now remember that what we say for private nonprofits is that they typically get services they don't get funds but to funds. Um, so if they're going to they participate typically in
029professional development. So maybe you this might not apply again. We want to still put it in here because that's we're trying to be as loyal as we could to what the US Department of Ed was given. So it is not a gotcha. It is not a well now I'm going to cross reference. No, this is just a note that they provided and we're moving on with such. So you provide how much you budgeted for that for classes reduction and then for point C in total how many full-time equivalents FTEES were funded by title 2 for the purpose of crisis reduction to all level is evidence-based and the rest and then you have an example for example an FD 1.10 0 means that the person is equivalent to a full-time worker while FTE of.5 means that
030the worker is only half time. Two teachers working halftime will each be 50 for a total of 150 for a total 1.0. So that's sort of how you count the FTEES. Section five, use of title 2 funds for evaluation systems. If the answer is no, you continue to section six. If the answer is yes, 5 point B opens. Essentially, you provide the amount that you budgeted for evaluation systems. Again, the note you can estimate if you do not have exact figures and please report in whole dollars to round to the nearest dollar. Again, do not include a carryover. Please include any funds used for services in private schools in the categories where funds were budgeted. So if the evaluation systems they're participating that's the service that they got through title 2 a funds that you
031have then you will put it as part of that section six use the title two funds for hiring recruiting retaining staff reference for that we see here in the language after transfer hiring recruiting um other leaders such as support with screening candidates hiring recruit individuals from other fields, differential incentive pay, leadership opportunities, so on and so forth. If you say yes, then you 6B open. If you say no, then you go to section 7. 6B is um effective teachers, principles, and other leaders. So if you budgeted a funds for the recruiting or retaining the staff um then you include a part of that uh in this section as well. Again you're going to see this note throughout the whole thing um just because that's what the US Department of Ed had on their survey. Then
032we get to strategies. So 6.3 C is what strategies did your school system use to hire, recruit and retain effective teachers, principles, other school leaders with the use of priority funds. Select all that apply. There's quite a few. Um if you go to the worksheet, I don't know if you can see this in your big screen or it's a little bit tiny over here, but on the on the worksheet, you'll be able to see all of them. You can select more than one. Let's say you did them all or let's say you have an other. So if you have another you will have to explain what the strategy was. So you select um one or two maybe if you did something else you can describe it then out of those that you selected on 6
033point on the previous 6. C then on out of those that selected which are only going to be the ones that you selected on 6.C select the two with the highest budgeted amount that you allocated for. For example, let's say that over here you say I recruited individuals and induction for new teachers. Those are I only did those two. So over here those are my two highest funded. However, if I did those two and then maybe I also added favor mechanisms but favor mechanisms wasn't my the one I put the most in most funds into. So then I'm going to go back to uh induction and recruiting. Seven, use the title of funds for professional development. Remember that programmatic side we talk about PD that needs to meet the internet definition. So here we say
034if you use title two funds for PD um you know did your school system use after transfers for PD such as in service coaching so on so forth. If you said no you're going to go to uh section 10. If you say yes, 7.3 opens and that's going to be the amount you budgeted for that. Okay, let's see. Let me pause. Go over here to the questions. Should salaries for full-time employees provided job and better learning being section six or seven? Job embedded. So if their their whole thing is to provide let's say you have a position that they are your PD point of person they create they are the ones who deliver your PD to people and um that's how you you fund them through their salary is funded through private funds I believe
035that to have your internal decision as to what is it that the main focus is because is this part of uh recruiting or retaining even though what they do falls more under PD. So it really depends on how the job description is set. I also will consider um what is it that they that you have identified um in terms of that. So that's a it depends question um because it really depends on how the need identified was that made you cause this that made this um job exist right this position to exist. So, it depends on that. Um, and if you go back to your identified need and you say, you know what, it was more so because we couldn't afford to send PD or or you know, a lot of people say, I don't
036get PD here. I don't feel supported. So, you created this. So, that sounds more like retention. So, it really depends on what was the need that you identified that made this position exist. Um, 6B and may have overlaps on spent. Correct. They may, they may not. It really depends on remember this is why we go back to estimates and budget it. So maybe when you started you you had something around um this is what I'm planning to do but then that's not how it turned out to be. Um so again keep in mind if you're going to go into actual expenditures you answer as such. If you're going to go into budgeted amounts you answer as such. So it really depends on the mindset you're taking on that one. They all say do not include
037carryover but do not mention reallocation. It would not include reallocation for the budget. Is it anywhere in the data collection? Um yes we we know that we do not include carryover. That's very specific on the survey. Reallocation we is not part of that. Um it is not in any I'm trying to recall. We're going to get through all the survey today. I don't think it is anywhere else. But it again, we go back to what kind of mindset are you going to answer in from actual final amount or when you started with um budgeted perspective. Um but yeah, I don't I I'm trying to remember. I don't think it's anywhere in in the survey just by reallocation itself. Um substitute cost seven if the sub was to enable teachers. Right. I will I can see
038the uh argument here that if the subs are meant to help you know so the teachers can go get PD that is part of the PD I think. Um so yes um all data needs to be provided smart should be 2425 budget amounts right so we're asking for budgeted amounts um if you want to go above and beyond and go into our expenditures you may that's why but if you do that that's what the whole final amount amount comes in like well I don't know what number am I going to be look thinking about when I'm answering that you go to the BS 601 you got to find out amount that isn't the total amount that you have so um if you don't want to do that and you say you know what I recall
039when we had our budgeted I still have those notes somewhere and I can answer based on that you may yes okay let's continue because I don't want to I I'll answer more but I want to get through the content Okay. So, um for 7.C, we're still in PD, right? Who participated in how to pray funded professional development activities school year 2425? This is a checkbox. If teachers is selected, section 8 appears. If principles and other school leaders is selected, section 9 appears. If you select both of them, that means both of them are going to appear. So, let's start with eight. So use of funds for PD to support teachers. Here estimated percentage of teachers in your school system that participated entitled to prior funded PD during school year 2425. That's percentage not amount. So
040out of a 100 teachers maybe 75% attended that kind of thing. Provide a percentage of all teachers who participated uh in PD activities during school year 2425. Then you're going to go into a point B which is what types of professional development which we have several again here is which of the following types of professional development and support to teachers did your school provide school system provide during school year 2425 funded at least in part by Tata A. So sometimes you may have provided a PD that is multifund source you pay for it with multiple funds as long as it was paid funds were used title two funds were used to pay for that PD then that's considered within this bucket if you have any other that doesn't fit any of these descriptions you clicked
041other and you will need to provide a description as well you select all that apply one option is required for any of these so single session PD multi-session PD multi decision one-on-one support from teacher leaders or coaches. There's this professional conferences I think is the one one of the most common ones you might see um depending on what kind of systems of professional development you you provide you might have other ones as well like for example at the end certifications that is um or endorsements kind of thing. So you select whatever um you provided and then we go back similar to the other section which is out of those that you selected which ones which two are the highest funding amounts. So maybe a lot of them went into and professional conferences and maybe that's
042the one thing you offer and that's the only one you you check. That's fine. Um, if you, that's a good point. So, we go back. If you only offer one, let's say you're a small district, um, and you only offer maybe a multi-session professional development, that's all you can do, then you select one. That's why we put at least one option needs to be selected. And over here, you select the only that one and that's you move on. Um however if you offer more than one then over here you identify which is which of the which are the two that you provided the most abundant into then a D is which topics were covered um in this PD. So there's a lot of different ones because we have for example teaching content knowledge in ELA
043somewhere around here. Oh, there we go. Using data and assessments to guide instruction. Um, using technology as part of it as well. So, again, you select what topics you um they fit within the PD that were provided. And then this is one has a lot of them because it's not just a few. It's going if you have other again you'll have to describe what the other is. Similar to the other section, you'll have to select the two strategies with the highest funding amount. So the ones that you that you picked before, which of the two had the highest funding? Section nine, funds for professional development to support principles and other school leaders. Now you might notice now that was teachers. Now we're going to talk about principles of the school leaders. So out of 100%
044that um you have at the at the school system, what is the percentage of principles and other school leaders who attended PD? And that's what we're putting here. Then we're going to go into the types similar to what you saw for teachers. What types of professional development were there? It's just a slight change on some of these, but not that many. Um, so you have several different options for you to choose. Again, if you pick other, you have to put what the other was? And then similar to before, out of those, which are the two with the highest funding amounts? Which one's the ones that you budgeted for the most? Or if you're going to be thinking about actual expenditures, which is the one that you spend the most, the two highest Then similarly as
045before we're going from types to topics. So topics PD for principles and other school leaders is different. That's when you have several different bigger scenarios here. Um I won't read this to you but essentially it's basically different strategies that they're taught by principles or uh to other school leaders. Again, you still have the other section as well. If you ended up using some that does not fit within any of these, you may put the other and describe what that was. And similar to before, out of those that you selected, including the other, which are the two that is the highest funding amount. Then section 10, funds for other activities. So now that we cover PD, now that we cover classes reduction, recruitment and retention, we have any other activities that may not fit within any
046of those areas. If your answer is no, you'll proceed to selection 11. If the answer is yes, then the rest open. At that point, you might describe what those other activities were. Maybe they don't fit within the any other categories, and that's okay. Um and then you will provide also among budgeted for these other activities whatever they were. Again this might be one other area where you might look into um services funds that were used for services for private nonprofit schools. Maybe this is one of the areas you may have them or it might be fall within PD as well since PD is typically what they uh participate in. Then we get into teacher quality and effectiveness. So here as during the most recent school year, did your school system examine information about the distribution
047of teacher quality or effectiveness to assess whether low-inccome minority students in title one par a schools were served at disappropriate rates by inexperienced ineffective or out of field teachers. If the answer is yes, any proceed to 11B. If the answer is no, proceed to section 12. 11B is which are the types of information we use to define teacher quality or effectiveness and examination of the distribution of teachers. Select all that apply. So here it can be teacher evaluations, experience certification, maybe teacher education, um or assignment of teachers to grade a class consistent with the field of certification. Or maybe you have your own. Maybe you have identified this is what um information we're going to be using to define what teacher quality is. Um and if that's the case, if that follows within your local
048policies and procedures, then you will provide that here as an other and you will describe what that is. Then for 12, strategies used to improve equitable access. If the answer is yes, proceed to 12B. If the answer is no, then you move on to certification statement. And so 12B asks to select strategies. If you said yes for equitable access, what kind of these strategies um that are here best fit to what you did? Maybe it was about hiring beginning the hiring process earlier for vacancy vacancies um as schools were more low-income minority students compared to other schools. Maybe that's what you did. um or maybe offering more professional development for teachers in schools with more low-income minority students, the older schools. So maybe that's that one too or you have another again other is there
049and you can describe what that is and so you'll check and then you move on to cification statement which is a yes option if you agree with what it says which essentially says yes to the best of my knowledge this is what we have and then we go back to what we earlier in the presentation about copy responses which here is sort of like again if you need a copy of responses, please, please check this box and then put in a valid email address. Um, that will be the fastest way for you to receive um the responses you submitted. If if for some reason you you forgot or and you still want their answers, then you might have to submit a health form ticket. Um, and we will have to work with Smarty themselves so
050that we can pull out your own specific responses. So, I cannot emphasize enough. If you want a copy of your responses, this is the best way to do it right away. And you're you're done. That's all. That's all the sections of the survey. So, let's go ahead and start looking at some of the questions. Um, will teacher mentor in fall decision 10 or 11? Let's go back. activities and then effectiveness. I believe that might be under other because quality effectiveness talks more about did you experience. This is sort of like how do you define quality effectiveness? So it might have this might fall better on section 10 under other activities. Due date due date is on January 9, 2026. Uh we again we have the worksheet that has pretty much everything we talked about. You
051can prefill it if you print it out. Prefill it and then transfer the data. Okay. So, um let's see. What kind of documentation do I need to keep on file when completing the submission? So, yes, uh school systems typically are required to maintain documentation locally as it relates use of funds. For this specific survey, you're not required to keep any documentation. So let's say you print the worksheet, you fill it in, you'll you get your responses because you wanted a copy of it, you can toss everything else out. If is this request data just for Texas or is it for everyone? The requirement to gather this information and look it public applies to all United States that receive to pythons because not all the states receive that. What if I didn't select the option to
052receive responses of the survey that were submitted by email? of a letter copy has been submitted. Again, if you forget about it and you didn't do the whole check here and put your valid email address, the best way to do that is to submit a help form ticket, a workup help form ticket and it might not be as timely as you uh might want to because we want to work with Smart Sheet themselves to be able to pull your data. Um, and we'll try our best to do that. Um, however, I cannot emphasize if you want rarely mentioned um, uh, rarely available information, go ahead and put your email address in there. My district is not listed in dropown menu in the form. What do I do? If your district is not listed in the
053dropown menu, that means typically for us that you have reap or transfer 100% of your um, total to pry funds. So in grant year 2425. So at that point you're not required to submit this data. This is a new slide because remember we publishize the worksheets and the slides ahead of time. This one since then I received a couple more questions so I go ahead and include it for today. Um the worksheet says that I include carryover when I'm going to resubmitting answers for this is similar to what we discussed in the past. The school system may refer may refer to the final amount listed in part one line three of the BS60001 of 2425 application when submitting responses to the survey. Again, if that's what you want to do, you can remember we we're
054talking about estimates and we're talking about budgeted as well. Total amounts we're reporting don't match your actual expenditures. Is that a problem? No, it's not a problem. The service is asking for budgeted amounts, not actual expenditures. You may choose to either budget or actual figures. Just be sure to stay consistent throughout the survey. If you start with budgeted amounts, continue using budgeted amounts for all responses. We also have upcoming office hours. In the event we go live, the survey goes out to everybody next Monday. Then on the 5th, we'll have our first office hours from 1 to 2 and then we'll have another one on the 10th. And that's if you run into questions, you run into issues, I'll be available for all of you to just hop on and ask a question. And I
055just got a message saying mentoring and coaching seems to be go better on the recruit retain and support. That's a good point. Um I can see that too. So I I think it goes back to the identified need. If you're gonna go to that granular level as to like well you know if it's mentoring and coaching I can see it how we use that to retain and support current and new new teachers for example if this part of your new teachers then maybe that's the best way to report it in if it doesn't fit within anything else then you go ahead and put in the other activities. Thank you for that. Um indirect costs. Should we include include indirect costs in the amounts that we report? No, we're talking about um just the final amount.
056It depend. This is on the areas that we talked about. So um if it's classes reduction, if it's PD, if it's mentorship like we were talking about just now, um that kind of stuff, that might be the best way to put it in. Um but by itself, we're not asking for that. How do we handle transfers out of title two? Do we use the budget number as a transfer amount? How do we handle um I'm a little bit confused because if you transfer out of title 2, if it's 100% you will not be required to submit this. If you do not transfer 100% you will be required to submit this and you're going to be this is for 2425 again and you're going to be responding based on that amount whatever is left over. So
057if maybe you only left um maybe you received 50k as an entitlement for 2425 you left only 10k for a conference that your teacher is going to go okay so on here you're going to go okay is that particip is that um support retaining recruiting and then on PD maybe in there you also put it is there's a PD section for conferences that's what you'll check um the amount that goes out of title 2 loses sort like his identity and then it becomes whatever you transfer into. So you will not be answering for that amount. You will only be answering for whatever stayed on the total two funds. Um, if we read some title 4 into title two, do we report both funds on this survey? So for 2425, let's say you reap 10K from
058title 4 into title two. Now that becomes subtitle two funds and that's how you budget it for that for 2425. you're going to report on this survey based on title two um and including that money that you transfer in because that now becomes title two funds and I just want you to know that I'm answering as many as I can my written the FAQ whenever it comes out is going to sound more professional than what I am right now but I'm trying to be as as direct and as uh uh succinct as possible since we will been putting budget and numbers which no use pan amount request planning final entitlement. Um for 2425 I will stick to whatever NOGA you get the latest if that's how you plan your year. Um remember we're asking for
059budgeted and estimates so it really depends on how you look at it. But if you have let's say a couple of NOGAS and you have uh the entitle the final amount available then and you want to go with that number you may for 9. Let me go back to 9C y'all. If only one item on the list fund and tele funds are required to select two. So this goes back to this. So whatever you click on 9B will be available for 9 C. So if you only click on one on 9B, then that's the only be the only one that's going to be available on NC. If you click on two on 9B, then I think by default you can one can assume that you um spend on those only two and so that will
060be the two highest. So that's what that would that look like like that. However, if you only pick one, then you only select one. Our school system budgeted 100% of the funds but ending up not spending 100%. Is it still okay to answer questions based on the budget months? Correct. It is. Again, this is the flexibility that US Department of Ed provided to y'all whenever some of y'all might be familiar with the survey. It might look a little bit different, some of you are not. The difference is when um they conducted they did a sample study. We we have to make it for everybody who receives every the funds. That's just because that's the way the statute is written. So, um yes, you can stick to budget of amounts. Just be consistent as you're answering
061the um survey. For the question that asked, did your school system provide does that reference professional development that the district locally or the professional content conferences and workshops count as well? Um I wonder did you provide this one? the support. Where's PD? Uh estimate teachers in your school system that participated that's participated uh support your school system provide during a school year funded at least in part Title 2 A. So as long as they were funded in part by title 2 A. So when you send them to a conference, if you pay part of their maybe their registration fee uh out of two funds, then yes, you will include it on this side because conference is right where was it? Professional conferences right here. So good question. If the majority of funds are used for
062instructional coach salaries that provide multiple types of available canvas, items select 8C. Um so if you have a position that is 100% funded out of two funds and where their whole intent and purpose is to create deliver and evaluate this is the professional development they provide and how is it going to school systems. Um I will say yes you can include it here because it it will be dependent on how they deliver. I can see how if you have a position uh that does all they do across the district, it might be multi-ession or maybe multi101. Um so yeah, again I want to emphasize if what they do is to create deliver professional development. How accurate does the percentage need to be? Percentage. Oh, um I think we go back to this. For example, percentage
063of teachers who participated since we're asking for estimates, I will give it be as accurate as you can be. I know there's not really an answer, but um if you recall, if you have a number of like how much even greater um but again, we're not we're not going to come back and validate this. We're not gonna say, well, where are your proof that you that this is you say it's 95. Let me see the 95% of No, what we're trying to do is just collect data so we can make it public because that's the requirement we have to do. Um, we're not going to cross reference this to the compliance report and we're not going to cross reference this to anything else. Um, the only thing that if you decide like I like I
064mentioned before, if you want to be uh loyal to the figures, you can use the final amount on the BS60001 to kind of keep that in mind. However, if you want to go into budgeted or estimates, you may. So, as as as close to it as you can be. Um, please confirm in the one pager FAQ if your applications. Okay, I will do that. Okay. Um I believe I already answered this one about the subs. Uh oh. Uh this is a good question. If a staff position role is responsible for recruit, retain and professional development, can we split the budget between the position between the two categories? That is a very good question because it really depends on how you how you budgeted that person. So I know that all of all the funds come
065out of title two funds, right? If it's 100% funded by title two. Um and I don't know how diligent you want to be in terms of like this is how much we're going to do this and this is how much we're going to do that. Um but uh I can see how you can attribute maybe 50% of it will go into recruit and retain and the other 50% is on PD. So I can see how you can report on both ends. So that's up to you. Um I will look back into there sort of like um uh job description just to see that's what it says. I mean again I'm talking as if you're going to be monitoring because I can't get that out of my head. You have to you have to remember that
066this is what we do. But for this particular survey we're not going to monitor it. We we just had to like let you know um if this was one of those things where you're wondering about about it. I can see how to align all the documents. I will look at the job description to see how is it laid out there. Maybe in print in there you have the percentages and that'll be easier to translate. Um if you are just budgeted amount saying you know this is ideally what we wanted them to do. Maybe it ended up all of it being on recurren retaining and they really didn't do that much PD. So, I will leave that up to you, but I can see how if they're 50/50, they can be reported in both areas. Oh,
067I got a comment about is this going to be useful next year? And the answer is it depends because um just like we were told that we uh in May that we had to conduct a survey um now we have all of this available in a sense of like now you know what it looks like. If we need it again we're going to be able to just release it with everything. Every time we release something new we're going to find little glitches here and there. So, I'm hoping if we do use it again to iron out some of the weeds, so to speak. Um, but in the meantime, as of now, we are only conducting it for 2425. We're not really um aware that we have to do 2526. So, um this is an in
068need as needed basis kind of thing. Of course, we will keep you updated if uh as soon as we get notification from um the feds, the US Department of Education that um maybe we do need to do 2526, then we'll release another TA letter saying we're now conducting 2526 grant survey collection data. Um until then, um it's sort of like we're just concerned right now for 2425. Um, okay. So, I'm going to go ahead and I know we still have plenty of time, so I'm going to continue with the questions. Esser, um, the thing is that we're not talking about ESER. I really can give guidance about that. Um I'm not sure what system or processing they use for it for this particular data collection that involves 2425 um title two part A funds. You
069can use budget budgeted amounts. Um and as remember throughout if you look at the worksheet and uh on these slides that we cover a lot of them talks about you can use estimates if you want you can estimate if you don't have exact figures so that's as much as I can say I'm not sure about esser um but if you want to stick to budgeted just be consistent throughout the whole survey that I'm I'm answering from budgeted perspective PMP is combined with the district reported separately. Um, so the when we do the aggregate report, what what's going to happen is each section you'll see how it has all those little tab or the little check boxes. We're probably going to use say instead of Texas, this is how funds are being used. Maybe a lot
070of them want some conferences. Um, to my knowledge, we're not going to disagregate PMP information because throughout the survey, you don't see that the de the alienation of it. You see like please include it if that's what they budgeted in. So you're not going to see it by as standalone but it will be incorporated as the whole just because when people when school systems report they are meant to keep that in mind. Yes of course. So I sorry about my quickness. Um yes what's going to happen is not only the recording will be available so you can always revisit but I'll do um I'll rewatch it myself too because the way I my brain functions is a question comes in I answer one so I'll rewatch it myself so I can go ahead and and
071build the um the one pager this is very helpful to put an FAQ here because what I can do is I can export them and have them already and all I will have to do is finance the wording so the FAQ will be will have all this answers. Of course, it'll be a little bit more um written better written than what I'm giving right now because right now I'm just and seeing all the questions and I'm like, "Okay, answer that, answer that." So, I apologize for that. Um an academic coach salary that spends time mentoring teachers is in under section 6A. Let's go to section 6A. Not too far. Hiring, recruiting, retaining effective teachers, principles, and other school leaders such as screening candidates. hiring, recruiting, um if it's mentorship, mentoring programs, new educator mentoring programs.
072Yeah, if it's mentorship, it can it can be like that. Um again, I will go back to if you're really curious about um sort of like is that what we're doing? Is that what this position was created? You might want to go back what I've been defining this position was born out of. Um, and that might that might also be a good like post check as to like is this going to be one of those things where um is that still a need kind of thing. again um you have the flexibility to report where in this survey such activities took place when like I mentioned we're not going to validate this um you don't you're not meant to keep documentation on file as to like prove me that this is not we're not going to
073do that either so uh that's why we are saying budgeted amounts estimates if you have them Now if you want to be diligent about the um whatchamacall the actual figures you may um it really depends on on your process. Uh on our end we just need to collect data so we can aggregate it at the state level and make it public to fulfill our requirement. U but we're not going to question what you submitted. Again we're not trying to see how each school system spend money. We're just trying to see um how it's being spent overall. And I see people are leaving little by little. So I'm going to go ahead and drop the feedback already. Um so that way before you leave uh you can submit feedback. Please be brutally honest and include any
074questions that you may not um um maybe you don't feel comfortable answering or in a feedback or something like that. Just know that we're going to publicize an FAQ, one pager out of this. Um, the recording will be posted as well. Notifications goes out on Monday and you have all the way into January 9th to complete this. So, let me go ahead and continue with the questions. I think I only have three. Um, if you have more, please submit them. Can you repeat whether or not instruction coaches are considered teachers or school leaders? Um, so on the title 28 guide, let me see if I can pull that up for y'all. Give me one second. while I change screens. If you're seeing the program guide pages other school leader define um this is what's available
075on the title to PA program guide and it talks about that for the purpose of t program other school it refers to principal assistant principal or individual who is an employee or office elementary school secondary school local education agency other entity operating elementary secondary school and responsible for the daily instructional leadership manager operations in the elementary second school or secondary school building. And then typically we also offer you know for example central office staff might meet the first part of the definition but they might not necessarily meet the second part. Granted tiny small school districts they that might be different. So but typically what we see is that you know that's not the case. So when it comes to instructional coaches um let's say you're talking about um uh meaningful consultation um and in meaningful
076consultation we just we're not talking about that here but we consider teachers teachers and instructional coaches are just support kind of thing. So for this aspect, if you're going to include instructor or coaches, that might be sort of like what someone else referenced, like mentorship or helping new teachers, that might be the best way to report them, unless you use them in a different way. And if you're using them in a different way and they are funded by two funds that do not fit any other category within the survey, then you might be stick to answering them uh providing that information on the other activities. Thank you for that. Oh, I know. I know the I the comment was made. It will be helpful. We can save as we go like when they deal with
077title four reporting. Unfortunately, we we unable to do that this moment. We kind of like like I mentioned we got noticed in May late May and then we had to sort of identify what we're going to do build the system and be roll it out because we have to we have to make it public as soon as we can and we also wanted to give you as plenty of time as we can. This is just another another thing to do and many many things you have to do. So we recognize that. So I know if I had it the way I wanted it to be, it would be click and save and you can come back later and then all that kind of stuff. I will also be able to tell um like hey you
078want your answers here you go without any issues. Unfortunately I know it's we work with what we're given. So that's what we have to do. Um can we just transfer 100% to not give business year? Um I don't transferring out and repainting is always an option. I don't know if the main reason is for PMPPS. I will talk to my colleague Lenny Targus if I were you because um I'm not sure I think if you have a PMP you still have to consult. Don't quote me on this but I will if I send that question to Lenny Tragas or send it to me. Um what I can do also uh I'll ask her if she can give her input into this and maybe add in an FAQ. I know it's not really related to the
079survey because we're talking about transfer and that kind of stuff. However, um it's one of those things where um transfer and reap is always available. Um how you do it is a little bit different because of PMPS. So I will defer that to my colleague. If we're a member of an SSA, do we deduct the service center fee from allocation for the purpose of reporting? not um if you're a member in SSA is the SSA who's responsible for submitting this the fiscal agent. So um yeah they're supposed they're going to be the ones who answer for it I believe. Um, yeah. Yes. I'm trying to remember that conversation, but your SSA, whoever, if you're part of an SSA and whoever your fiscal agent is, they're going to be the ones who need to respond for
080this. So, don't worry about that if you're the school district. Now, if you are the SSA, um, you're going to be answering for all the the member all your members. Um, and that includes basically how do you spend their funds or how they budgeted their funds. Reallocate for allocation. Do we include reallocation? No, you do not. It's just allocation. All right. I answer all the questions. That is a first and within the time frame. Um, if you have anything else, I'll stay on. Let me go ahead and go ahead and put on again the upcoming office hours. And I want to just emphasize one more time that uh we're not going to validate this. We're not going to cross reference. You don't have to keep local documentation on file to prove your answers, that kind
081of stuff. Remember, we're asking for budgeted. We're asking for estimates. Um it really depends. You have the flexibility where to report. Um we don't and and we don't know as of now if we're going to conduct a 2526 until we're told that that's the case. Um so yeah, we were told about 2425 and we tried to do our the best that we could to make it happen, get it going and get it available for y'all with plenty of time so that y'all can respond and don't feel like there's a pressure. Um, so Monday notifications go out and in there you'll have the link to the survey. Um, if you don't need to answer right away, you don't have to. Uh, again, I'll post those two office hours on the 5th on the 10th. You can
082attend one or two, whichever your choices. And there's not going to be any more data other than uh to share, excuse me, other than do you have any questions about the survey itself? Um, and I will do my best to to help you. And with that being said, please do not forget to do the uh evaluation at the end. Let me go ahead and post it again. And thank you for bearing with me with technology in the beginning. Listen, it's just that's the way it goes. and we move on. This is my contact information. That's my test number and uh my direct line and my email. So, if for some reason there's another question, maybe you have a program question or maybe this conversation started to wonder, hm, I wonder if I should ask about
083this, please reach out. Um and and if you don't feel comfortable, you I also want to say your education service centers are always there to help and assist. They're wonderful. We're always in connect with all of them. Um, and if you want to ask them so they can send the whole question to me and don't and without telling me who submitted, that's fine. Like again, I'm just trying to make it work for all of you all and provide you with the best guidance that I can um within my capacity. So, that being said, I'll be on for a little bit longer, but I'm going to go ahead and stop the recording. Thank you for attending and let me know if there's any other questions. I appreciate all of you for being here today. Thank you
084so much.