Current through Register Vol. 46, No. 12, March 20, 2024
(a) In compliance
with section 403(b) of the Elementary and Secondary Education Act, the
membership of the State advisory council for fiscal year 1978 will be
established 90 days prior to the beginning of the fiscal year (October 1,
1977). The terms of five State advisory council members expire at the end of
fiscal year 1977 and the members will be replaced. In addition, the resignation
of one council member will cause another appointment, and a new student
representative on the council will be selected. The same selection process
established in fiscal year 1976 will be continued in fiscal year 1978. In this
process, the executive deputy commissioner solicits suggestions regarding
selection of advisory council members from each area of the department. These
suggestions are then screened and approved by the commissioner. Upon approval
of the names by USOE, the commissioner writes individual letters to members
asking them to serve on the advisory council.
(b) The Office for Program Analysis and
Evaluation will continue to act as the support office for the advisory council
in fiscal year 1978. The Office for Program Analysis and Evaluation will
provide staff support to the advisory council, arrange meetings, provide
information to council members and provide other services that are necessary.
The Bureau for Program Planning and Evaluation, a unit within the Office for
Program Analysis and Evaluation, will serve as the mechanism for supporting the
advisory council in carrying out its evaluation responsibilities.
(c) The administrative responsibility for
part B has been assigned to the Bureau of School Libraries. Activities include:
(1) development of appropriate portions of
the program plan; specifically part II, management plan, distribution formula,
criteria, evaluation, dissemination;
(2) coordination with elementary and
secondary curriculum, supervision and finance units;
(3) coordination with Bureau for Program
Planning and Evaluation;
(4)
development of standards;
(5)
preparation of annual report to USOE;
(6) development of part B portion of single
application;
(7) coordination with
information center on education;
(8) response to USOE requests for
clarification;
(9) planning and
conducting orientation workshops for local education agencies;
(10) development of planning guide for
participation in part B portion of ESEA IV program;
(11) technical assistance to local education
agencies through correspondence, telephone and on-site visits;
(12) on-site monitoring of part B
projects;
(13) review and approval
of part B portion of single application;
(14) management of budget
amendments;
(15) preparation and
distribution of instructions and information concerning participation of
children in private, nonprofit schools.
(d) The Bureau of School Libraries works with
the Division of Pupil Personnel Services and specifically the Bureau of
Guidance in the development of plans and activities relating to the testing,
guidance and counseling portion of part B. Activities of the Bureau of Guidance
include:
(1) coordination with Bureau of
School Libraries;
(2) development
of standards;
(3) participation in
orientation workshops for local education agencies;
(4) development of sections of planning guide
pertaining to guidance;
(5)
technical assistance to local education agencies through correspondence,
telephone and on-site visits;
(6)
on-site monitoring of part B guidance projects;
(7) review and approve guidance component of
part B portion of single application;
(8) participation in the development and
implementation of the evaluation and dissemination plans for part B.
(e) The administrative
responsibility for part C has been assigned to the Office of Elementary,
Secondary and Continuing General Program Planning. Activities include:
(1) development of appropriate portions of
the program plan; specifically, part III, management plan, competitive grant
program, program review, evaluation, validation and dissemination and the needs
assessment for this part;
(2)
coordination with elementary, secondary curriculum and supervisory units as
well as selected service units described in part III;
(3) development of program standards and
criteria;
(4) development of part C
portion of single application;
(5)
response to USOE requests for clarification;
(6) planning and conducting orientation
workshops for local education agencies;
(7) planning and conducting staff training,
leadership and supervisory activities;
(8) updating part C guidelines;
(9) technical assistance to local educational
agencies through correspondence, telephone and on-site visits;
(10) planning, organizing and conducting the
proposal review and approval process;
(11) review and approval of part C portion of
single applications;
(12) on-site
monitoring of part C projects and the participation of nonpublic school
children;
(13) preparation of
annual report for USOE;
(14)
program and budget negotiations and management of grant amendments and
continuations;
(15) conducting
validation efforts of requesting districts;
(16) coordinating demonstration process so
more districts will be able to adopt/adapt exemplary programs.
(f) Fiscal administration of title
IV of the Elementary and Secondary Education Act is the responsibility of the
Division of Educational Finance, Fiscal procedures include:
(1) upon program approval and fiscal
pre-audit an initial payment of 25 percent of the budget is made to the local
educational agency;
(2) upon
receipt of initial payment the local educational agency submits a report of
expenditures (FA-25-AP) to the State Education Department. This indicates
expenditures, encumbrances and cash needs for the coming month/quarter. It also
enables the applicant to deobligate if necessary;
(3) any budget revisions require prior
approval by use of the budget amendment form (FA-10-A);
(4) a maximum of 90 percent of the approved
budget may be requested during the term of the project;
(5) upon termination of the project and
liquidation of all encumbrances a final report of expenditures (FA-10-F) is
submitted to the State Education Department. This gives detailed information
such as name and position of employee, dates of employment, purchase order
date, invoice number, name of vendor, check number, date of check and amount
paid;
(6) final expenditure report
is audited by the Division of Educational Finance. Upon acceptance it is then
also audited by the New York State Department of Audit and Control. A final
check representing any balance due is then sent;
(7) all information on the monthly reports of
expenditures is entered on individual ledger cards and on magnetic tape by an
electronic bookkeeping machine. This information then is summarized on
electronic data processing printouts. This information is reviewed frequently.
Any LEA that does not appear to be making timely encumbrances and expenditures
is contacted. If it is determined that they will not fully spend their
allocation, the difference is carried over to the subsequent fiscal year to be
awarded according to the part B and part C program requirements.
(g) The responsibility for
coordinating department activities regarding the program for strengthening the
leadership resources of the New York State Education Department will be carried
out in the following way:
(1) the executive
deputy commissioner solicits suggestions from all his commissioners on how the
department can strengthen the leadership resources. He also calls on the Office
for Program Analysis and Evaluation to report on evaluation of department
programs and on systems studies it performs and to suggest how the department's
programs might be improved. Advice is also solicited from the advisory council.
This activity is carried out during May and June;
(2) after suggestions have been received, the
executive deputy generates a proposed allocation of funds for review by the
Commissioner of Education and the advisory council;
(3) in July, the allocations are made and
accounts set up after the allocations have been approved by the New York State
Division of the Budget as required;
(4) throughout the year, a review of the
success of programs and needs for strengthening leadership activities is
conducted. The Office for Program Analysis and Evaluation continuously assesses
program effectiveness and conducts systems studies to define new needs and to
measure effectiveness.
