there as well as on the slide deck, which is also linked in the chat. So that you can follow along that way or just follow along with us. And you can upload it from the website afterwards. All right. So, welcome, everyone. I'm Dr. Jones to the mandatory meeting for March 20. For the ICB grantees, we have a full meeting schedule. Our hope is that we can do it in such a manner that allows us to answer questions if we have time. But definitely give you great information that you can use to support completing the April survey as well. Let's continue trying to work hard I have available Dr. Mack is here with us also. And we're in everyone to women's history month as well as our meetings. So keep that in mind as we move forward. We're going to move through Of course all of our work is anchored with the definite success. Knowing that successful black student achievement is defined by high academic performance, strong social emotional awareness and management and a positive cultural identity. Furthermore, strategies and methods utilized cultivate these things shall be directly responsive to the unique needs of blacks to enlarge the social and economic conditions experienced by black people. The district's Strategic Plan also we have in our alignment, the principles Supervisory Leadership framework, the teacher learning framework, the school leadership framework, all of these to help guide our work. Of course the B sap tenets and the El Cap all of these are live links. So if you ever want to dig in deeper, you just click on one of them and they will take you into a deeper dive as we are aligned and coherent with the LAUSD strategic plans.
Okay, so good afternoon. Everyone. And this is our agenda for today. Thank you to Dr. Jones for welcoming all of you to today's meeting. I'm going to talk briefly about the grant survey that will be due the April 5 I'm sorry, on April 5 Dr. Jones will talk about the manual bar process for moving monies around. I will come back afterwards and talk about some important deadlines and then we will have Dr. Jones to finish off with support from some of the essays who are who have been identified to support your school site with any procedures or functions that you may need help with. And then if we have some time between the three o'clock meeting and 330 meeting, we'll open it up for QA q&a, and then we'll close out again you're welcome to stay on the call. For the second meeting. But as Dr. Jones stated, all of this information will be posted on the website for you to review at a later time. So you do have in the chat a link to the sign in as well as this PowerPoint. So feel free to open up the PowerPoint and follow along with. So I want to talk briefly about the survey. So as we stated previously, when you were awarded the grant, you will be required to complete two surveys. And so the first survey is going to be due on or before April. Fifth and we're giving you until 11:59pm on April 5 to complete this survey. So in order to access the survey grantees must use their LAUSD Single Sign On okay, you must be logged in with your LAUSD single sign on in order to access this form and the survey is going to be providing us with feedback on the status of your grant the progress that you've made up to this point and how you are utilizing the ICB grant funds to support black scholars and families at your school site. So if you look at bullet number four, we have a link to the survey. So I'm going to ask you to take
an open it up.
short survey but again, it's going to provide us with some very very good information in terms of where you are with implementation. And what support you might need with spending down the funds and actually getting to the point where you're implementing strategies to support your black students. The last link that you have there for the upload is a folder that we have created for each school site in order to provide you with an opportunity to upload artifacts in support of the grant activities that are occurring at your school. So we want you to document those activities, those interventions and the enrichment that's being provided. And you can do that by uploading pictures, flyers agenda, this may be a sign in sheets participation rosters, so that we can curate this evidence and have it in one location to access after June 30. So I don't know Dr. Jones, if we have time do we want to open up the survey and take a look at it or do you just want to continue on with that
survey and just take a quick look. I would encourage you don't attempt to complete the survey while we're doing it during this presentation. But at 330 Go right ahead and get in there and do your best but remember that you only get one shot at completing it. So if you don't complete it, don't press submit, just exited when you go back. It'll still be there. You press submit. It's over. Everything's done. So
just quickly just go through the different elements of the survey Dr. Jones with the participants. So we're going to ask you to enter the name of your school. We're going to ask you to select your region. And then question number three, you will enter the group level for your school site. So we have groups 123 and four schools who have been awarded ICB grants. After that you're going to type in your name as a lead applicant, your email address, your employee number, the name of your principal, your principals email address, and the title of your grant. So that's going to be the initial information or data that we collect from you. So moving on down the document will ask you to identify the tenant that you had selected that's aligned to your grant. The way in which you're going to be measuring your progress, what data or what baseline documentation you will be using as you monitor progress throughout the grant cycle, the status of implementation of your grant, is it partially implemented or have you been able to fully implement all of the strategies or if you're somewhere in the middle? We're also going to ask you to describe the activities that you've completed up to that point, the status of your budget in terms of spending how much has been either expended and or encumbered, one being 25% of the allocation for being 100% of the allocation. We're going to ask you to describe how you're utilizing the funds okay to implement implement, excuse me the strategies outlined in your grant and any additional comments. Okay. So again, this is going to be due on or before April 5. And it provides us with an opportunity just to see where you are with implementation how you're spending down the money, and it's kind of a midway checkpoint for Dr. Johnson is to just you know, see what supports might be needed moving forward. Dr. Jones, did you have anything else that you want? I
just want to say that those who are having a problem with Cheyenne, remember you need to be signed in with your LAUSD Single Sign On we have that purposely done because this is time that we're using our district time to, you know, identify the services and the work that we're doing. But also, we're trying to keep anybody who should not be signing on out. We only want you to be able to sign in. And also remember that we have included the slide deck here. And then link is on the first page of the slide deck, Dr. Macro slide and again, just in case, there's someone who can't get to it. And if you find you have a problem with the survey, well just pause and pay attention and some time this afternoon. It will be posted on our website and you're welcome to download it there. And you won't have any problem getting into it from there as well. So just know we'll be putting the notes as well as the slide deck presentation. Also note that we are recording so that we can provide you with notes. So there's a AI recording currently, so that it captures all the words we're saying and you can see those words again when you take a look at the notes that will be included when we submit the presentation on our website. All right. Okay, so before
before we move on quickly, just to show you where the artifacts can be uploaded. What we've done is we have created folders by region. And so if you're in the slide deck, you'll be able to go to the shared folder, select your region, select the school level and then we have actually created a folder for each school. Okay, so you'll go in you'll look for Region look up for school level or school type look for your schools folder and this is where you will upload any artifacts that you had
you can go back to that tree just showing an example. And look at Eagle Rock, let's see they they said they're gonna put some air goes. So you'll notice inside everyone's folder, you will see the budgets for the grants at your school. So this is another way for you to see that as well. Previously, we had only given access to our essay A and the school I'm looking for I don't see go to the north region. Because I want to show you an example because somebody's done. Put things in region North Elementary. And the bottom one vintage, vintage. NEC they've included a lot of images and excetera so that I can go in and I can see and use those in fact, notice on our website we've actually uploaded some other wonderful images and included in in our slide deck and we'll do that also as we move along. So please upload your artifacts and we will be happy to see them and use the sharper. There we go.
Thank you Dr. Jones. All right.
So we've had quite a few questions about the fact that you know, I've seen by Grant I haven't in place. However, I'm able to spend all the money that I put in a certain line for example, I put a lot of money in contracts but the contract services is said procurement, I said I can only use $25,000 say that's the example and I say you put 50,000 in there, and I've got $25,000 Dr. Johnson, I'm not going to spend on contracts. I need to move that money to a different line so I can expand that for my grant. Well, everyone has an opportunity once.
essay does, but you'll meet with your principal or your administrator designee. You'll discuss what you need to have done and the principal and yourself will guide the SAA to create the budget adjustment request. And there's actually a process for this and it's sitting on our website under the under the Resources area. And you see where it says manual bar and it's blue. If you click on that and say you're on the on the website now, it'll actually take you to the procedure and tell you exactly how a manual bar can be done. Now while you can only do one manual bar it has to be completed prior to April 15. So with that in mind, if you have money that you need to expend differently, but it meets the needs of your grant, you can ask your principal to help you move all those funds into the right box.
You can expend those funds because we want you to spend every penny of your grant for the work that you're doing and your grant. And so with that in mind, we have a procedure in place once your principal has approved the the manual bar to be completed, the SAA will do that. They will send that to their fiscal specialist for the school and copy myself and Dr. Mac. And one of the reasons why we've asked that to happen is because we know budget development is going on right now we're keeping an eye on these bars as they come through. And so we'll support making sure that things move along. We want to make sure that that happens as quickly as possible. After the fiscal specialist gets it logged in, they'll send it to to myself, when I receive it from the fiscal specialists then I will move it toward approval and routing it for signatures for processing. And remember again, no bars after a P. Now one of the things that I found schools doing and SAA doing is sending the bar directly to us and not to the fiscal specialist. When that occurs, it slows down the process because then I send it back to the FAA and say please submit it to your fiscal specialist. Dr. Mac and I are going to put together a little demo real short memo to the SAA to just remind them of the process so that we don't run into that hiccup but you can also remind them, please send it to the specialist district and they know when they receive an ICD grant bar or be sat bar what to do. And I'm the person that it goes through. Dr. Mac and I support that work for ICB and we'll make sure that happens for you. Now one of the things that I need you to pay close attention to this because you only have one chance to do this. It may be best for you to sit places identified first saw that if you need to move funds, you'll have everything you expected to expand already in in views and everything else is just leftover so you'll be able to get that into the place you need to put it because you only have one shot to do it. If you mess up that shot. We don't want to hear anybody say to us, I can't spend the money doctor is in the wrong place. If you've already done the bar, we're gonna say you've already done the bar you need to talk to your principal and see if they can help you some other way because we've already done our best by giving you an opportunity to move in. Alright, so manual bar and remember that there is on our resources page on our website. An example of the manual bar and a learning tool on how the manual bar works just for your information but no Your essay should know how to do that. And if they don't we'll tell you how they can get help later.
Right ahead Dr. Mackey, take this on.
Yes. So again on the ICB website, we do have listed there on the left hand side some important dates and deadlines. So we just wanted to remind the grantees of these recommended deadlines. Okay. So today is our mandatory meeting from three to four we just added an update for the submission of purchase requisitions and quotes. So initially the deadline was today but we've extended that through Friday the 22nd So you have a couple of more days to get that in for the grant survey number one or the April survey that is due on or before April the fifth by 11:59pm. The deadline for expenditures and incumbrances for ICB except payroll is May 1. We have another mandatory module fair. Survey number two is due June 7. June 16 is the deadline for your schools to process all goods receipts. And the last day for all ICB grant related activities will be June 28. That
time is the meeting on June 5.
A meeting on June 5 is going to be from three to 4pm. And we'll probably have a similar format where we will support our elementary schools from three to 330 and secondary from 330 to four oh
this is also going to be on our website. And what we did on the seventh of February is lay out the timeline all the way through June 28. And so we have a couple of people that were surprised at today's meeting. And one they shouldn't have been surprised because we're always checking our ICB website for our latest important dates. And if you ever find yourself surprised, no it is your own personal surprise because on our website, you will find all of our deadlines and all of our timeline we updated almost daily and also on our resources. You'll find great things to help you and you have our phone numbers and our email so you can reach out to us at any time to ask questions, except after 330 Don't call us or text us because you're not gonna get a response.
So Dr. Jones also wanted to add that these are the deadlines and the dates that that have been established by our office. And so the purpose and intent of these deadlines and these dates is to ensure that you have all the goods and services in place in order to implement the strategies outlined in your grant. So we're hearing from a lot of folks that they need an extension or would like to request an extension. At the end of the day, it would be your site administrator, your principal who would make the decision about the extension. But keep in mind that if you don't adhere to these dates, the likelihood of you actually implementing the strategies with fidelity is is going to become more and more difficult. Okay, because you won't have as much time to interact or interface with the scholars and the families for which this money is intended. So these days were established again to ensure that grantees have enough time to implement strategies. So the longer you wait and the more extensions that are granted to you by your site administrator, the likelihood of you implementing the grant activities with fidelity, fidelity is is going to decrease okay. So please try to adhere to these deadlines in these dates as best you can. But at the end of the day, it would be your principal would be the one to speak to extensions that are granted.
If I'm at a school site, and I look at the timeline and I'm worried and I don't have my stuff together by the time Dr. Jones, Dr. Mack said it needs to be by Friday. Who should I speak to
the principal. Okay.
So you call your principal as of Friday, if you call Dr. MACRA. I would go say exactly that. Please talk to your principal. So we don't want you to waste your time and we time well to help with other questions. So that question needs to go to your principal. Don't not even USAA take it to your principal. They'll guide the work at your school. And we want to make sure that you get everything done with fidelity and integrity the way we want to happen
okay, so we do have SAA support staff available to assist the SAA at the school site. Questions. So we have Miss hunt from Crenshaw High School. Miss Keith, who is the SAA Jordan High School and then Miss Smith and Hawkins High School. So if your SAA needs assistance or support or just has general questions about how to process request or are to complete the manual bar for your school site, just ask him or her to reach out to one of these ladies here who can provide support.
Okay, Dr. Jones? Yes, Dr. Mac if there's someone trying to get to the survey, and they are not signed on with LAUSD will they be able to get to the survey? No,
they will not be able to access to survey you have to use your LAUSD single sign on to if you're
signed on with your Google email or your Google, you know, sign on for your own personal email. It's gonna, it's gonna run. So, go in and sign on with your LAUSD Single Sign On or wait till you get to your work and do it on site because you'll be under the server for LAUSD and you won't have any problems signing on to our survey. Okay. Now, we always remind you that you can go to our ICT grant website and get great information. This is here for that purpose. We're not going to click on it. We're not going to it right now. But we just wanted to remind you, and if you are wondering, where is that link? You can always go here and click on the link and go to the website to see information. Okay. And we have office hours. Notice that these office hours, if they are updated, they're going to be current on this slide deck and on the website, they match. And so you'll notice those who are looking carefully, we took out May 29, that is no longer
but these are the dates that we're having office hours will be available from three to four o'clock. Dr. Mac and I will answer your questions and support you in any way we can. Our phone numbers. Next slide. Our phone numbers that are included. Here also can receive text so if you text us when we have a chance we'll get back to you on a text if we can answer it real quickly for you. We'll just do that. Or you can give us a call between the hours that you see there. And also you can email us as we are very responsive in our emails. And we'll keep working with you until we help you figure out the issue. Someone asked Well, can I reach out to my visa coordinator for support at my school site? Well, of course, our school at our school sites that have K 12 coordinators for support. They can support you, but realize that you have Dr. Mac economic as identified here. As your primary support, please come to us. And if they can give you other support, they will do so but we will give you primary support where we came Okay. All right got to back. Looks like we have some questions and we have a few minutes. It is we have five minutes. So Dr. Mack, do we have any questions that are in our chat? That we can answer?
Yes, we do. Dr. Jones, give me just a moment here.
I do see one document that I'm gonna mention real quickly. So it says I've been trying to get my order placed since the 28th of February. But my essay still hasn't processed and can't give me a timeline. Will I be penalized? Well this is similar to the answer that Frank and I just gave
which is what will happen if you reach out to your principal or your assigned administrative designee is to support you with any issue that you may have with your grant. So go to your principal, please and ask them for that support. We will not be penalizing anybody because the principal is the person who handles that kind of business. They do that at their school. So please reach out to your principal and ask them to please help like the fire that needs to happen to help the work move along at your school and they will give support to the essay or provide other avenues of support to help you along the way. Okay,
Dr. Jones, we have a question here. What if we need to move money from more than one place?
Okay, the SAE knows how to do that using the manual bar. And so you're actually asking a great question because in fact, you may have two or three places where the prom and go to that's what the manual bar does. And so you identified those places it'll say from and you put them out of money, and you'll say to and it'll say where it needs to go. And so your essay and your principal portrait with that should be no problem. That's the expectation of a bar. That's why it's there.
Okay, the next question. Bless you.
Yes, thank you. All right. Someone said I can't do anything to my stuff gets ordered. Well, we have always encouraged you to do what you can. One and Number two, yes, there are some cases where you need to have certain things in place that you're ordering. That's okay. Get those things in place as soon as possible when they're there get to work. If you can do some pre work stuff that doesn't have anything to do with a PIO, but it just lays the groundwork for what you're going to do when you're done. I would say don't sit around and just look and wait. Get in there and make sure announcements are made and updates are given so that people know what you're up to and how the work is moving along. Okay.
Okay, I am apologizing because as I get to the question, another pops up and I lose my space. So is there a vendor to use to purchase food or can we purchase this food? Oh, you
cannot purchase food. Ah, so you can purchase food if it's for parents. We have identified that already in the budget planning that is identified there under what area Dr. Mac I'm trying to say it real quickly, but I don't have an advisory committee expense Advisory Committee expense so you can buy refreshments for parents, but you cannot buy food in general
you can't prepare it. So for students that's out of the question. We've mentioned that very early. Dr. Matt, we have reached the 329 time we do see the questions that you have here. And I promise you if we're able to get to some of the questions at the end if you want to hang in we're going to give the presentation again and get to those questions. And again, if you need to email us, etc. And remember it's one bar per grantee, per grantee, not per school, you didn't actually say per school, per grantee. So a grantee can one time do a bar so it's for the grantee. Okay.