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California Department of Education
Official Letter
California Department of Education
Official Letter
September 23, 2019

Dear Select County and District Superintendents and Charter School Administrators:

Title III English Learner and Immigrant Student Programs
Preliminary Allocations, Fiscal Year 2019–20

The California Department of Education (CDE) has posted the preliminary 2019−20 allocation information for the Title III English Learner (EL) and Immigrant Student Program Subgrants. The information can now be accessed from the CDE Title III EL and Immigrant Programs web page at https://www.cde.ca.gov/fg/aa/ca/titleiii.asp. Preliminary allocations are fluid, and may be revised after March 30, 2020, based on updated information from the U.S. Department of Education, the California Longitudinal Pupil Achievement Data System, Consolidated Application and Reporting System (CARS), Pupil Estimates for New or Significantly Expanding Charters, late applicants, and available unallocated and carryover amounts. The preliminary per pupil rate for Title III EL is $105.25. The preliminary per pupil rate for Title III Immigrant is $95.53.

All eligible local educational agencies (LEAs) apply annually regardless of allocation for the Title III EL and Immigrant Student Program Subgrants funding on the CARS “Application for Funding” page. Additionally, during the application process, all eligible LEAs (including consortium members) are required to:

  • Submit projected budget on the CARS. The projected budget must be aligned with the plans mentioned below.
  • Accept assurances that the district will comply with the legal requirements related to state and/or federal programs, and as a condition of funding, must keep a copy of the assurances on file.

Information regarding the CARS application process is available on the CDE CARS web page at https://www.cde.ca.gov/fg/aa/co/cars.asp.

Important Next Steps:

  1. LEA Plan Requirement
    Pursuant to Section 1112 (Title 20, United States Code, Section 6312) of the Elementary and Secondary Education Act, as amended by the Every Student Succeeds Act (ESSA), an LEA may receive a subgrant if the LEA has on file with the CDE a plan approved by the State Board of Education. Consistent with ESSA funding requirements, LEAs may not obligate funds until they submit a substantially approvable application for funds (34 Code of Federal Regulations Part 76.708). Submission of the Application for Funding page and certification of the required ESSA assurances and the Local Control and Accountability Plan (LCAP) Federal Addendum Certification in CARS will satisfy the “substantially approvable” criteria. LEAs will not receive 2019–20 funding until the LCAP Federal Addendum and the LCAP E-Template is received by the CDE. LEAs who fail to submit the LCAP Federal Addendum or the LCAP E-Template on time may experience a delay in funding. Release of funds are also subject to federal cash management criteria and reporting as described in the CDE Federal Cash Management web page at https://www.cde.ca.gov/fg/aa/cm/.

  2. Expenditure Reporting via CARS
    Direct-funded and EL consortium lead LEAs (not consortium members) that receive Title III funds must submit expenditure reports. An LEA should only report for the fiscal year(s) in which it was funded (directly or as the lead of a consortium). The report must reflect the total or year-to-date expenditures. These reports are collected at specific intervals during the subgrant period. Expenditure reporting is collected via CARS. For additional information, please visit the CDE Consolidated Application Reporting System web page at https://www.cde.ca.gov/fg/aa/co/cars.asp.

    Each fiscal years subgrant has a 27-month life period. The subgrant period for 2019–20 allocations starts on July 1, 2019, and ends on September 30, 2021. LEAs are required to use funds by September 30, 2021. After the 27-month subgrant period ends, subgrantees have an additional 90 days to liquidate (make payment for) any encumbrances. All 2019–20 funds encumbered by September 30, 2021, must be liquidated by December 30, 2021. Any unexpended funds must be returned to the CDE.

  3. Federal CMDC Program
    Title III EL and Immigrant Student Program Subgrant recipients will utilize the Federal Cash Management Data Collection (CMDC) system to demonstrate the cash balance threshold is met. School districts, county offices of education, and direct funded charter schools awarded subgrants under Title III programs must submit the CMDC report for a particular quarter in order to receive an apportionment for that quarter. The CDE will apportion funds to LEAs whose cash balance is below the required threshold.
Federal Cash Management Data Collection Schedule
Reporting Period Reporting State Date Reporting Deadline
1 July 10 July 31
2 October 10 October 31
3 January 10 January 31
4 April 10 April 30

Cash balances are to be reported regardless of the fiscal year from which the funds originated. If an LEA fails to submit the CMDC report for a reporting period, the CDE will not apportion funds to the LEA for that period. The CDE will release funding in the subsequent period if the LEA submits cash balance data that warrants the release.

For additional information, please refer to the CDE Federal Cash Management web page located at https://www.cde.ca.gov/fg/aa/cm/.

  1. Annual Survey for Title III EL and Immigrant Student Program Subgrantees
    As a condition of funding, each Title III subgrantee accepts assurances, including the requirement to make reports as needed to enable the state agency to perform its duties. The CDE uses an annual online survey to collect data that is required to report to the U.S. Department of Education. The annual survey is available from August through September of each fiscal year.

    If you have questions regarding the annual survey, please contact Pamela Lucas, Associate Governmental Program Analyst (AGPA), Language Policy and Leadership Office (LPLO), by email at plucas@cde.ca.gov.

    If you have questions regarding Title III EL and Immigrant Programs, please contact Geoffrey Ndirangu, Education Programs Consultant, LPLO, by phone at 916-323-5831 or by email at gndirang@cde.ca.gov.

    If you have fiscal questions regarding Title III EL and Immigrant Program Subgrants, please contact Kevin Webb, AGPA, LPLO, by phone at 916-323-6257 or by email at kwebb@cde.ca.gov.

    If you have questions regarding the allocation of Title III EL and Immigrant Program Subgrants, please contact Derrick Andrade, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-327-5922 or by email at dandrade@cde.ca.gov.

Sincerely,

/s/

Sarah Neville-Morgan, Deputy Superintendent
Opportunities for All Branch

SNM:gn

Last Reviewed: Monday, September 23, 2019

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