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California Department of Education
Official Letter
California Department of Education
Official Letter
August 23, 2018

Dear Select County and District Superintendents and Charter School Administrators:

Title III English Learner and Immigrant Programs Preliminary Entitlements, Fiscal Year 2018–19

The California Department of Education (CDE) has posted the preliminary 2018−19 entitlements information for the Title III English Learner (EL) and Immigrant 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 entitlements are fluid, and may be revised after March 30, 2019, based on updated information from the U.S. Department of Education, 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 $99.05. The preliminary per pupil rate for Title III Immigrant is $92.35.

Important Next Steps

  1. Expenditure Reporting via CARS

Direct funded local educational agencies (LEAs) and EL consortium lead LEAs (not consortium members) that received 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 grant 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 year’s subgrant has a 27-month life period. The subgrant period for 2018–19 entitlement starts on July 1, 2018, and ends on September 30, 2020. LEAs are legally obligated to use funds by September 30, 2020. After the 27-month subgrant period ends, subgrantees have an additional 90 days to liquidate (make payment for) any encumbrances. All 2018–19 funds that are encumbered by September 30, 2020, must be liquidated by December 30, 2020. Any unexpended funds must be must returned to the CDE.

  1. Federal Cash Management Data Collection Program

Title III EL and Immigrant 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 a subgrant 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

Note: Cash balances are to be reported regardless of the fiscal year from which the funds originated.

Should an LEA fail 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/index.asp.

  1. Annual Survey for Title III EL and Immigrant Program Subgrantees

As a condition to receive funding, each Title III subgrantee accepts the 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 Program Subgrants, please contact Geoffrey Ndirangu, Education Programs Consultant, LPLO, by phone at

916-323-5831 or by email at gndirangu@cde.ca.gov.

If you have fiscal questions regarding Title III EL and Immigrant Program Subgrants, please contact Dora Yoon, AGPA, LPLO, by phone at 916-323-5838 or by email at dyoon@cde.ca.gov.

If you have questions regarding the allocation of Title III EL and Immigrant Program Subgrants, please contact Leslie Sharp, Education Fiscal Services Consultant, School Fiscal Services Division, by phone at 916-323-4977 or by email at lsharp@cde.ca.gov.

Sincerely,

/s/

Thomas Adams, Ph.D., Deputy Superintendent
Teaching and Learning Support Branch

TA:gn

Last Reviewed: Friday, September 14, 2018

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