WEBVTT 1 00:00:03.100 --> 00:00:05.830 Welcome to this Pathway II Child Care webinar 2 00:00:05.830 --> 00:00:09.720 about Awards Management of Pathway II scholarship funds. 3 00:00:09.720 --> 00:00:11.120 My name is Krista Solie and I'm on the 4 00:00:11.120 --> 00:00:12.711 Early Learning Scholarships Team 5 00:00:12.711 --> 00:00:14.968 at the Minnesota Department of Education. 6 00:00:16.000 --> 00:00:18.567 This webinar is one in a series of webinars 7 00:00:18.567 --> 00:00:20.550 for child care programs that have received 8 00:00:20.550 --> 00:00:24.250 Pathway II funding about how to implement early learning 9 00:00:24.250 --> 00:00:25.400 scholarship management. 10 00:00:26.540 --> 00:00:28.340 The topic of this specific webinar is 11 00:00:28.340 --> 00:00:31.920 Pathway II processes and policies related to managing awards 12 00:00:31.920 --> 00:00:34.343 and understanding funding. 13 00:00:34.343 --> 00:00:36.540 Please view additional webinars in this series 14 00:00:36.540 --> 00:00:38.710 on our Pathway II resources webpage, 15 00:00:38.710 --> 00:00:41.922 if you have any questions, please contact Milestones 16 00:00:41.922 --> 00:00:44.070 the state administrator organization 17 00:00:44.070 --> 00:00:46.133 for Pathway II child care programs. 18 00:00:49.119 --> 00:00:51.410 For our Pathway II Awards Management webinar, 19 00:00:51.410 --> 00:00:52.930 we're gonna be talking about information 20 00:00:52.930 --> 00:00:55.160 in three major buckets. 21 00:00:55.160 --> 00:00:57.020 Pathway II programs are responsible for 22 00:00:57.020 --> 00:00:59.020 managing their funds, awards and renewals 23 00:00:59.020 --> 00:01:01.520 to be sure that they're using their full funding. 24 00:01:01.520 --> 00:01:04.850 So we're gonna talk about the initial setup 25 00:01:04.850 --> 00:01:06.807 of understanding the structure of funding 26 00:01:06.807 --> 00:01:09.210 and the requirements for Pathway II funding. 27 00:01:10.629 --> 00:01:13.320 We'll discuss how to make an implementation plan 28 00:01:13.320 --> 00:01:15.270 which is a specific plan for awarding 29 00:01:15.270 --> 00:01:17.780 for your program that aligns with MDE guidance 30 00:01:17.780 --> 00:01:19.493 and your approved funding application. 31 00:01:21.703 --> 00:01:24.140 And what to do if there are any changes, 32 00:01:24.140 --> 00:01:27.030 how to adjust your plan, or adjust your awards 33 00:01:27.030 --> 00:01:30.093 to stay on track and communicate any changes to Milestones. 34 00:01:31.342 --> 00:01:33.720 First, we're gonna talk about the initial setup 35 00:01:33.720 --> 00:01:35.940 and go through some definitions for funding 36 00:01:35.940 --> 00:01:38.010 so that you can understand the structure 37 00:01:38.010 --> 00:01:40.233 and the requirements for Pathway II funding. 38 00:01:41.500 --> 00:01:44.073 First is the approved uses for scholarships funds. 39 00:01:45.410 --> 00:01:47.862 Scholarships must be used to increase access 40 00:01:47.862 --> 00:01:50.638 and benefit the child receiving scholarship. 41 00:01:50.638 --> 00:01:53.102 So you should think of increasing access as reducing 42 00:01:53.102 --> 00:01:55.705 the barriers for participation in your program. 43 00:01:57.130 --> 00:01:59.551 So approved use of the scholarship funds 44 00:01:59.551 --> 00:02:01.900 includes stabilizing tuition and covering gaps 45 00:02:01.900 --> 00:02:03.900 in child care systems program. 46 00:02:03.900 --> 00:02:06.570 You should be focusing on this first to be sure 47 00:02:06.570 --> 00:02:09.620 that tuition costs are covered, and then looking to see 48 00:02:09.620 --> 00:02:11.860 if you still have funding left in a child's award 49 00:02:11.860 --> 00:02:14.860 to add any of these additional access categories, 50 00:02:14.860 --> 00:02:17.170 which could include increasing the duration 51 00:02:17.170 --> 00:02:20.570 by adding additional hours or days per week, 52 00:02:20.570 --> 00:02:22.963 adding additional slots or classrooms, 53 00:02:24.290 --> 00:02:26.150 providing transportation services, 54 00:02:26.150 --> 00:02:29.010 or providing specific services to support individual 55 00:02:29.010 --> 00:02:33.130 children's needs, such as interpreters, cultural liaison, 56 00:02:33.130 --> 00:02:34.093 and mental health. 57 00:02:35.530 --> 00:02:38.400 All of these are allowable uses of scholarship funds, 58 00:02:38.400 --> 00:02:41.120 Pathway II programs must use funds in alignment 59 00:02:41.120 --> 00:02:44.523 with their approved fiscal year 2020 and 21 application 60 00:02:44.523 --> 00:02:46.050 for funding. 61 00:02:46.050 --> 00:02:48.530 This is called the FY20-21 application 62 00:02:48.530 --> 00:02:49.920 and implementation plan. 63 00:02:49.920 --> 00:02:51.640 And we'll be talking about this document 64 00:02:51.640 --> 00:02:53.993 more as we go through the webinar. 65 00:02:57.608 --> 00:02:58.765 Now we're gonna go through 66 00:02:58.765 --> 00:03:00.391 a set of definitions to understand 67 00:03:00.391 --> 00:03:01.990 the structure of funding. 68 00:03:01.990 --> 00:03:03.880 So for Pathway II funding first is your 69 00:03:03.880 --> 00:03:05.490 Pathway II allocation. 70 00:03:05.490 --> 00:03:06.820 And this is the amount of funding that 71 00:03:06.820 --> 00:03:08.623 you receive each fiscal year. 72 00:03:09.930 --> 00:03:12.110 So Pathway II funds are allocated to program 73 00:03:12.110 --> 00:03:12.943 on a two year cycle. 74 00:03:12.943 --> 00:03:15.835 We are currently in the fiscal year 2020 75 00:03:15.835 --> 00:03:19.380 and fiscal year 21 cycle. 76 00:03:19.380 --> 00:03:23.250 The next cycle will be fiscal year 2022 and 2023. 77 00:03:23.250 --> 00:03:25.540 And we anticipate that the application period 78 00:03:25.540 --> 00:03:29.243 will be in winter or spring of 2021 for that funding cycle. 79 00:03:30.860 --> 00:03:33.254 Programs are allocated a set dollar amount 80 00:03:33.254 --> 00:03:34.510 for each fiscal year. 81 00:03:34.510 --> 00:03:36.900 And then they are in charge of managing awards 82 00:03:36.900 --> 00:03:39.360 determining how much funding is needed for each child 83 00:03:39.360 --> 00:03:42.370 who gets a Pathway II scholarship and reserving funds 84 00:03:42.370 --> 00:03:44.410 for future renewals to be sure that children 85 00:03:44.410 --> 00:03:46.430 who were previously awarded a scholarship and currently 86 00:03:46.430 --> 00:03:49.330 have a scholarship can continue that scholarship. 87 00:03:49.330 --> 00:03:51.020 So we'll talk about how to do all those things 88 00:03:51.020 --> 00:03:52.013 in today's webinar. 89 00:03:54.213 --> 00:03:57.900 Next, we'll define award links to a newly awards child, 90 00:03:57.900 --> 00:04:00.560 a newly awarded child scholarship can be active 91 00:04:00.560 --> 00:04:03.800 for 12 months, or until the child is age eligible for 92 00:04:03.800 --> 00:04:07.453 kindergarten, which is age five on September 1st. 93 00:04:08.770 --> 00:04:12.000 All five year old children aged out on September 1st, 94 00:04:12.000 --> 00:04:13.860 even if they choose not to go to kindergarten 95 00:04:13.860 --> 00:04:14.933 for whatever reason. 96 00:04:16.100 --> 00:04:18.170 So when you're planning a child's award, you'll need 97 00:04:18.170 --> 00:04:20.040 to determine how many months they will attend 98 00:04:20.040 --> 00:04:23.550 your program with an active award before they age out. 99 00:04:23.550 --> 00:04:25.930 So if it's less than 12 months, that means that the child 100 00:04:25.930 --> 00:04:27.280 will not renew their scholarship 101 00:04:27.280 --> 00:04:30.040 and their scholarship will end on September 1st. 102 00:04:31.440 --> 00:04:34.364 If it's more than 12 months, the child will need to renew 103 00:04:34.364 --> 00:04:36.771 their scholarship every 12 months until they 104 00:04:36.771 --> 00:04:39.173 are age-eligible for kindergarten. 105 00:04:42.370 --> 00:04:45.060 Next definition at the state fiscal year, 106 00:04:45.060 --> 00:04:47.820 so the fiscal year is the state's annual funding cycle 107 00:04:47.820 --> 00:04:49.610 from July 1st to June 30th. 108 00:04:49.610 --> 00:04:52.360 So you should think of the fiscal year as the bucket of 109 00:04:52.360 --> 00:04:54.930 money where the award comes from. 110 00:04:54.930 --> 00:04:57.940 You can see for example, from July 1st, 2019 111 00:04:57.940 --> 00:05:01.223 through June 30th, 2020, that is fiscal year 2020. 112 00:05:02.200 --> 00:05:03.843 That's that bucket of money. 113 00:05:05.439 --> 00:05:08.610 And the Fiscal Year Awards will be based on the award date 114 00:05:08.610 --> 00:05:11.173 and which bucket of money the child was awarded in. 115 00:05:12.130 --> 00:05:14.800 So the child award will draw from the same fiscal year 116 00:05:14.800 --> 00:05:17.610 bucket for 12 months after the award date, 117 00:05:17.610 --> 00:05:20.330 even if it goes beyond the actual calendar dates 118 00:05:20.330 --> 00:05:22.270 of that fiscal year. 119 00:05:22.270 --> 00:05:24.920 So for example, any child with an award date 120 00:05:24.920 --> 00:05:27.800 of July 1st, 2019 through June 30th, 2020, 121 00:05:27.800 --> 00:05:31.000 has a fiscal year 2020 award and they will draw out 122 00:05:31.000 --> 00:05:34.113 of the fiscal year 2020 bucket for 12 months. 123 00:05:35.729 --> 00:05:38.600 This is kinda a visual of how to think through that. 124 00:05:38.600 --> 00:05:40.860 So for example, a child was originally awarded 125 00:05:40.860 --> 00:05:43.783 on October 1st, 2018. 126 00:05:44.890 --> 00:05:48.213 So you can see our initial or date was fiscal year 2019. 127 00:05:48.213 --> 00:05:50.890 And then the new fiscal year scholarship begins 128 00:05:50.890 --> 00:05:53.960 on their renewal date each year until the child ages out. 129 00:05:53.960 --> 00:05:57.180 So on October 1st, 2019, they renewed 130 00:05:57.180 --> 00:06:00.561 and got their fiscal year 2020 award and then drew down out 131 00:06:00.561 --> 00:06:04.310 of fiscal year 2020 funds for 12 months until they renew 132 00:06:04.310 --> 00:06:08.370 again on October 1st, 2020 with their fiscal year 21 award, 133 00:06:08.370 --> 00:06:11.280 this process will continue every 12 months 134 00:06:11.280 --> 00:06:15.223 until that child ages out, is eligible for kindergarten. 135 00:06:18.085 --> 00:06:21.310 So now we'll go through a couple specific examples that show 136 00:06:21.310 --> 00:06:23.650 know when a child is awarded and when they turn five 137 00:06:23.650 --> 00:06:25.573 to show how long their award would be. 138 00:06:26.750 --> 00:06:30.018 So for child A, they are awarded on October 1st, 2019, 139 00:06:30.018 --> 00:06:33.370 which means they had a fiscal year 20 award. 140 00:06:33.370 --> 00:06:37.000 They turned five on February 1st, 2020 which means that 141 00:06:37.000 --> 00:06:39.060 they are five on September 1st, 142 00:06:39.060 --> 00:06:41.908 and they would age out on September 1st of 2020. 143 00:06:41.908 --> 00:06:44.750 So they just have an award for fiscal year 20. 144 00:06:44.750 --> 00:06:46.950 They do not renew because they age out 145 00:06:46.950 --> 00:06:48.753 before they're 12 months. 146 00:06:51.188 --> 00:06:52.530 For child B they're originally awarded 147 00:06:52.530 --> 00:06:54.007 on November 1st, 2019 148 00:06:54.007 --> 00:06:56.593 and turn five on October 1st of 2020. 149 00:06:57.720 --> 00:07:00.148 So from November 1st, 2019 they draw out 150 00:07:00.148 --> 00:07:01.567 of their fiscal year 20 award. 151 00:07:01.567 --> 00:07:04.370 They have not yet turned five on September 1st. 152 00:07:04.370 --> 00:07:05.730 So that means that they're eligible 153 00:07:05.730 --> 00:07:07.770 to continue their scholarship, 154 00:07:07.770 --> 00:07:09.570 and they renew on November 1st, draw out of their 155 00:07:09.570 --> 00:07:12.340 fiscal year 21 award until they age-out 156 00:07:12.340 --> 00:07:14.953 on September 1st of 2021. 157 00:07:18.740 --> 00:07:20.870 Now we have child C who was awarded a scholarship 158 00:07:20.870 --> 00:07:22.710 on June 1st of 2019. 159 00:07:22.710 --> 00:07:25.087 So they received a fiscal year 2019 award right at the end 160 00:07:25.087 --> 00:07:29.850 of the fiscal year, they turned five on March 1st of 2020, 161 00:07:29.850 --> 00:07:33.903 which means that they will be five on September 1st. 162 00:07:34.760 --> 00:07:37.443 But there still is time between June 1st of 2020 163 00:07:37.443 --> 00:07:40.530 and September 1st of 2020. 164 00:07:40.530 --> 00:07:43.360 So they will renew for just those three months prior 165 00:07:43.360 --> 00:07:45.290 to the start of the school year. 166 00:07:45.290 --> 00:07:47.790 So the budget were to look at how many months 167 00:07:47.790 --> 00:07:49.970 they'll be continuing to attend your program. 168 00:07:49.970 --> 00:07:52.377 And until they age out. 169 00:07:52.377 --> 00:07:54.810 It's important to be sure that you reserve funds 170 00:07:54.810 --> 00:07:56.130 for those children as well. 171 00:07:56.130 --> 00:07:57.883 We'll talk about that in just a minute. 172 00:08:00.450 --> 00:08:02.600 Another thing we wanted to call out is the award length 173 00:08:02.600 --> 00:08:04.870 for a child with a previous scholarship award 174 00:08:04.870 --> 00:08:08.600 that already had a scholarship in another program. 175 00:08:08.600 --> 00:08:10.927 So if they previously had a scholarship in a same fiscal 176 00:08:10.927 --> 00:08:14.550 year at either a different Pathway II funded program 177 00:08:14.550 --> 00:08:18.140 or a previous Pathway I scholarship, their scholarship award 178 00:08:18.140 --> 00:08:20.680 is still 12 months from that original award date 179 00:08:20.680 --> 00:08:22.510 in the same fiscal year. 180 00:08:22.510 --> 00:08:26.150 So even if they have been awarded at multiple programs, 181 00:08:26.150 --> 00:08:28.410 that total scholarship award amount cannot exceed 182 00:08:28.410 --> 00:08:30.500 the maximum or 12 months. 183 00:08:30.500 --> 00:08:33.980 So for fiscal year 20, that maximum of $7,500. 184 00:08:33.980 --> 00:08:36.880 So if a child has an award previously in the fiscal year, 185 00:08:36.880 --> 00:08:41.143 that 12 month total is still $7,500 at a maximum. 186 00:08:42.162 --> 00:08:44.040 So here's an example. 187 00:08:44.040 --> 00:08:47.452 If a child was awarded at Program I on October 1st, 2019, 188 00:08:47.452 --> 00:08:51.102 which means that was their fiscal year 20 award. 189 00:08:51.102 --> 00:08:54.464 They switched programs on March 1st, so they attended 190 00:08:54.464 --> 00:08:58.580 for five months a Program I on March 1st, 191 00:08:58.580 --> 00:09:01.070 they leave Program II and gets awarded at your program 192 00:09:01.070 --> 00:09:05.400 Program II, you have picked up this child's award. 193 00:09:05.400 --> 00:09:08.060 So they will have their fiscal year 20 Award continue 194 00:09:08.060 --> 00:09:09.870 at your program for seven months 195 00:09:09.870 --> 00:09:12.513 from October 1st to September 30. 196 00:09:13.458 --> 00:09:17.102 And on October 1st 2020, that child will renew at your 197 00:09:17.102 --> 00:09:20.820 program into their fiscal year 2021 award. 198 00:09:20.820 --> 00:09:25.820 And that will be for 12 months until they age out. 199 00:09:25.882 --> 00:09:28.609 So if you have any questions on this, it can get 200 00:09:28.609 --> 00:09:31.646 very complex for children with scholarship history. 201 00:09:31.646 --> 00:09:34.420 So please contact Milestones to talk through 202 00:09:34.420 --> 00:09:36.913 any of these components, if needed. 203 00:09:39.279 --> 00:09:42.797 Now we gonna talk about the implementation plan 204 00:09:42.797 --> 00:09:45.313 and how this looks in your specific program. 205 00:09:46.570 --> 00:09:49.970 So, your job is to make a plan for awarding that aligns 206 00:09:49.970 --> 00:09:53.250 with MDE guidance and policy as well as your approved 207 00:09:53.250 --> 00:09:54.250 funding application. 208 00:09:55.380 --> 00:09:58.390 We mentioned all Pathway II programs submitted the fiscal 209 00:09:58.390 --> 00:10:02.020 year 2021 Pathway II application and implementation plan 210 00:10:02.020 --> 00:10:05.534 as part of your application for funding in spring of 2019. 211 00:10:05.534 --> 00:10:08.180 This plan was reviewed and approved by the Minnesota 212 00:10:08.180 --> 00:10:11.000 Department of Education, and really should be your resource 213 00:10:11.000 --> 00:10:13.663 and guide for scholarship management. 214 00:10:13.663 --> 00:10:16.090 So it includes your approved plan for scholarship use, 215 00:10:16.090 --> 00:10:19.830 your funding plan, and your scholarship management plan 216 00:10:19.830 --> 00:10:23.400 which includes details on your outreach to identify eligible 217 00:10:23.400 --> 00:10:27.243 children, staff roles or responsibilities, documentation, 218 00:10:27.243 --> 00:10:29.483 and records retention in your program. 219 00:10:31.440 --> 00:10:34.889 If you don't have copies of your plan, you can always reach 220 00:10:34.889 --> 00:10:37.310 out to our Pathway II mailbox we're happy to send you a copy 221 00:10:38.700 --> 00:10:40.853 to have that for your resources. 222 00:10:42.036 --> 00:10:44.810 A couple important reminders from the application and 223 00:10:44.810 --> 00:10:47.552 implementation plan, to again please review this often 224 00:10:47.552 --> 00:10:49.520 for a common list of reminders, 225 00:10:49.520 --> 00:10:51.480 but here are some high points. 226 00:10:51.480 --> 00:10:53.705 First Pathway II programs must maintain their parent 227 00:10:53.705 --> 00:10:55.429 award four star rating 228 00:10:55.429 --> 00:10:57.880 in order to receive the funding. 229 00:10:57.880 --> 00:11:01.027 Also, Pathway II programs are the ones who are responsible 230 00:11:01.027 --> 00:11:04.030 for awarding scholarships, requesting payment 231 00:11:04.030 --> 00:11:07.470 managing awards, keeping track of your documentation 232 00:11:07.470 --> 00:11:08.900 and records retention. 233 00:11:08.900 --> 00:11:11.157 So important policies for that are that 100% of 234 00:11:11.157 --> 00:11:13.825 Pathway II funds must be awarded by October 15th 235 00:11:13.825 --> 00:11:15.963 of the fiscal year. 236 00:11:18.050 --> 00:11:21.190 Scholarship documents must be securely stored 237 00:11:21.190 --> 00:11:24.740 and kept on file at your program or site for seven years. 238 00:11:24.740 --> 00:11:27.030 This could be here electronically or in hard copy, 239 00:11:27.030 --> 00:11:28.510 but you need to make sure you're keeping track 240 00:11:28.510 --> 00:11:30.840 of documentation for seven years. 241 00:11:30.840 --> 00:11:35.802 This includes application and renewal form, attendance, 242 00:11:35.802 --> 00:11:38.580 invoices, and other documentation 243 00:11:38.580 --> 00:11:40.030 related to your scholarships. 244 00:11:40.937 --> 00:11:43.520 MDE does have a formal monitoring process. 245 00:11:43.520 --> 00:11:46.407 So your program may be selected for monitoring. 246 00:11:46.407 --> 00:11:49.556 In this monitoring process, MDE will request a sample 247 00:11:49.556 --> 00:11:52.521 of documents, invoices and records to review, to be sure 248 00:11:52.521 --> 00:11:55.037 that you're meeting all the policies and processes 249 00:11:55.037 --> 00:11:57.157 that are required of you , 250 00:11:58.245 --> 00:12:00.453 in addition to your FY2021 application 251 00:12:00.453 --> 00:12:02.603 and implementation plan. 252 00:12:02.603 --> 00:12:05.840 Another great resource is the Pathway II implementation 253 00:12:05.840 --> 00:12:08.750 checklist, which is on the Pathway II resources webpage, 254 00:12:08.750 --> 00:12:10.440 has a month by month list of reminders 255 00:12:10.440 --> 00:12:12.680 for managing scholarships, it can be a good way 256 00:12:12.680 --> 00:12:14.190 to keep track of all the components 257 00:12:14.190 --> 00:12:16.890 and kind of when things happen during the fiscal year. 258 00:12:19.732 --> 00:12:24.242 So now we're gonna dive in to setting award amounts 259 00:12:24.242 --> 00:12:25.200 within your program. 260 00:12:25.200 --> 00:12:27.710 As a reminder, the intent of scholarships is to provide 261 00:12:27.710 --> 00:12:30.223 or stabilize access to a high quality program. 262 00:12:31.683 --> 00:12:34.600 And so you'll need to consider this when determining 263 00:12:34.600 --> 00:12:38.070 how much to award and the goal is really to stabilize access 264 00:12:38.070 --> 00:12:41.341 fully for children and provide, you know high quality 265 00:12:41.341 --> 00:12:45.186 experience and funding opportunity rather than dividing 266 00:12:45.186 --> 00:12:48.983 your money up and providing a lot of small scholarship. 267 00:12:50.358 --> 00:12:52.140 That puts more children at risk 268 00:12:52.140 --> 00:12:53.840 of not having stable funding. 269 00:12:53.840 --> 00:12:56.250 So the goal is really to reward less children fully 270 00:12:56.250 --> 00:12:58.169 to support their access. 271 00:12:58.169 --> 00:13:00.880 So now we're going to talk about how to determine how much 272 00:13:00.880 --> 00:13:03.331 a child can receive for their scholarship. 273 00:13:03.331 --> 00:13:06.103 So you'll determine how many months the child 274 00:13:06.103 --> 00:13:09.560 will have their scholarship, your child who will age out 275 00:13:09.560 --> 00:13:10.710 or until they'll renew. 276 00:13:11.668 --> 00:13:13.810 Because as a reminder, child who will age out in three 277 00:13:13.810 --> 00:13:15.980 months will need less funding than a child will have 278 00:13:15.980 --> 00:13:18.733 a scholarship for a full 12 months and then renew. 279 00:13:19.810 --> 00:13:22.810 You'll determine your tuition rate that will be covered 280 00:13:22.810 --> 00:13:24.200 by the scholarship. 281 00:13:24.200 --> 00:13:26.860 You'll add in any allowable fees charged to all children, 282 00:13:26.860 --> 00:13:29.190 which is a curriculum fee or material fees. 283 00:13:29.190 --> 00:13:31.360 And then you'll add in any costs that are approved 284 00:13:31.360 --> 00:13:33.780 in your fiscal year 2021 Pathway II funding applications 285 00:13:33.780 --> 00:13:37.793 such as transportation, interpreters, or cultural liaisons. 286 00:13:39.200 --> 00:13:42.445 You will then want to inform the parent or guardian 287 00:13:42.445 --> 00:13:44.362 of their award amount using their award letter 288 00:13:44.362 --> 00:13:46.991 that the family understands what's being covered 289 00:13:46.991 --> 00:13:49.781 by their scholarship and what costs if any are they 290 00:13:49.781 --> 00:13:51.126 are responsible for. 291 00:13:51.126 --> 00:13:53.630 Now we're gonna go through just a couple of examples 292 00:13:53.630 --> 00:13:58.413 to show how you can calculate the award amount. 293 00:13:58.413 --> 00:13:59.246 For Child 1, 294 00:13:59.246 --> 00:14:01.390 they are a newly awarded three year old 295 00:14:01.390 --> 00:14:03.070 that will attend your program for 12 months. 296 00:14:03.070 --> 00:14:05.367 So we can see 12 months until they renew. 297 00:14:05.367 --> 00:14:09.100 The tuition for this program is $300 a month. 298 00:14:09.100 --> 00:14:14.100 So we take $300 times 12 months was $3,600 for tuition. 299 00:14:14.683 --> 00:14:17.520 This program has a fee charged to all children, 300 00:14:17.520 --> 00:14:20.253 which is a curriculum fee, which is $500 per year. 301 00:14:21.478 --> 00:14:23.550 So that can be added in and then 302 00:14:23.550 --> 00:14:25.440 there's approved access categories. 303 00:14:25.440 --> 00:14:28.560 This program was approved for transportation, 304 00:14:28.560 --> 00:14:31.650 so they are charging a transportation fee of $100 305 00:14:31.650 --> 00:14:34.309 per month, you take $100 times 12 months 306 00:14:34.309 --> 00:14:35.897 equals $1200 . 307 00:14:37.700 --> 00:14:39.980 So to calculate the award amount, we're gonna take 308 00:14:39.980 --> 00:14:43.790 the $3600 for tuition, plus the $500 curriculum fee 309 00:14:43.790 --> 00:14:46.700 plus $1200 for transportation. 310 00:14:46.700 --> 00:14:49.934 It was $5,300 for an award amount. 311 00:14:49.934 --> 00:14:54.343 So the maximum scholarship for a four star rated program 312 00:14:54.343 --> 00:14:56.383 for a Pathway II program is $7500. 313 00:14:57.700 --> 00:15:01.080 But this program can only charge up to costs incurred 314 00:15:01.080 --> 00:15:02.520 by your program, 315 00:15:02.520 --> 00:15:06.903 so this child could be awarded $5,300. 316 00:15:07.950 --> 00:15:10.645 Example two is a newly awarded two year old 317 00:15:10.645 --> 00:15:13.563 that will also attend your program for 12 months. 318 00:15:14.730 --> 00:15:16.880 The monthly tuition for this child is $700. 319 00:15:18.433 --> 00:15:22.660 And we take $700 times 12 months equals an annual tuition 320 00:15:22.660 --> 00:15:24.594 amount of $8,400. 321 00:15:24.594 --> 00:15:28.070 There is a materials fee for $200. 322 00:15:28.070 --> 00:15:31.130 But this program in their application & implementation plan 323 00:15:31.130 --> 00:15:34.543 only applied to support stabilizing tuition costs. 324 00:15:37.300 --> 00:15:40.456 So, in this case, the tuition costs are at $8,400 325 00:15:40.456 --> 00:15:43.381 plus the $200 fee, is $8,600. 326 00:15:43.381 --> 00:15:46.111 However, in fiscal year 20, the maximum scholarship 327 00:15:46.111 --> 00:15:47.841 is $7,500. 328 00:15:47.841 --> 00:15:50.277 So that means this child would be awarded the maximum 329 00:15:50.277 --> 00:15:52.993 amount of $7,500. 330 00:15:54.870 --> 00:15:57.710 Finally, our example three is a four year old child 331 00:15:57.710 --> 00:15:59.750 that will age out in four months. 332 00:15:59.750 --> 00:16:02.350 So they are turning 5 and going to kindergarten next year, 333 00:16:02.350 --> 00:16:04.563 so they can only have a scholarship for four months. 334 00:16:05.520 --> 00:16:08.040 The monthly tuition for this program is $500. 335 00:16:08.040 --> 00:16:12.120 So we take $500 times four months equals $2,000. 336 00:16:12.120 --> 00:16:15.800 This program does not charge a fee, so that is zero dollars. 337 00:16:15.800 --> 00:16:18.210 But this program does have an approved access category 338 00:16:18.210 --> 00:16:19.380 as part of their application. 339 00:16:19.380 --> 00:16:22.920 They applied to fund a cultural liaison to attend 340 00:16:22.920 --> 00:16:25.850 or support their program three times per week, 341 00:16:25.850 --> 00:16:28.763 and the total monthly cost of that resource is $1,000. 342 00:16:29.610 --> 00:16:32.930 This program has five children awarded a scholarship. 343 00:16:32.930 --> 00:16:35.780 So what they're doing is taking $1,000 divided 344 00:16:35.780 --> 00:16:38.590 by the five children is $200 per month 345 00:16:38.590 --> 00:16:40.513 for each scholarship awarded child. 346 00:16:42.322 --> 00:16:45.171 We take our $200 times the four month of this child 347 00:16:45.171 --> 00:16:48.070 is going to ten is $800 total. 348 00:16:48.070 --> 00:16:51.430 So the child scholarship award will be the $2,000 tuition, 349 00:16:51.430 --> 00:16:54.050 there's no fee and plus the $800 portion 350 00:16:54.050 --> 00:16:57.733 of the cultural liaison for $2,800 reward amount. 351 00:16:59.042 --> 00:17:02.040 So there's different ways that scholarship awards 352 00:17:02.040 --> 00:17:03.060 can be calculated. 353 00:17:03.060 --> 00:17:05.568 But it's important that you have justification 354 00:17:05.568 --> 00:17:07.410 for the reasons why you're setting your award amount, 355 00:17:07.410 --> 00:17:10.786 and that you are fully covering the cost for families. 356 00:17:10.786 --> 00:17:13.630 If you have any questions on how to calculate award amounts, 357 00:17:13.630 --> 00:17:17.010 or awards for specific child, please reach out to Milestones 358 00:17:17.010 --> 00:17:19.410 and they can talk through that process with you. 359 00:17:21.810 --> 00:17:23.950 Now, we're gonna talk about the process for calculating 360 00:17:23.950 --> 00:17:26.580 the reserved for renewal amounts. 361 00:17:26.580 --> 00:17:28.459 So when the new fiscal year begins on July 1st, 362 00:17:28.459 --> 00:17:30.650 it's important that you review each currently 363 00:17:30.650 --> 00:17:33.040 awarded child's award to determine if they're going 364 00:17:33.040 --> 00:17:34.655 to renew into that fiscal year, 365 00:17:34.655 --> 00:17:37.248 and how much should be reserved. 366 00:17:37.248 --> 00:17:39.820 So what you gonna do is determine who's age eligible 367 00:17:39.820 --> 00:17:43.410 to renew, determine how long they can receive 368 00:17:43.410 --> 00:17:45.263 that new award before they age out. 369 00:17:46.484 --> 00:17:48.560 And then determine the amount per child needed 370 00:17:48.560 --> 00:17:50.640 for the number of months that they are eligible. 371 00:17:50.640 --> 00:17:52.930 As we said, a child who's gonna renew with two months 372 00:17:52.930 --> 00:17:55.430 left in their scholarship before they age out 373 00:17:55.430 --> 00:17:57.891 will need less funds then a child who's gonna renew 374 00:17:57.891 --> 00:18:01.550 and have nine months before they age out. 375 00:18:01.550 --> 00:18:03.390 And then you gonna to add each child amount to calculate 376 00:18:03.390 --> 00:18:05.520 the total reserve for renewal amount, 377 00:18:05.520 --> 00:18:07.090 and then you'll be able to award those children 378 00:18:07.090 --> 00:18:10.294 as their renewal dates come up in the fiscal year. 379 00:18:10.294 --> 00:18:12.940 Please note if all of your children who have a scholarship 380 00:18:12.940 --> 00:18:15.120 will be aging out you don't need to return any funding 381 00:18:15.120 --> 00:18:18.037 for renewals and you can award new children at the beginning 382 00:18:18.037 --> 00:18:18.870 of the fiscal year. 383 00:18:20.319 --> 00:18:22.990 So now we're gonna walk through kind of how to determine 384 00:18:22.990 --> 00:18:25.740 if a child will need funding for their renewal based 385 00:18:25.740 --> 00:18:26.770 on their age. 386 00:18:26.770 --> 00:18:29.703 So for five year olds, you will determine, 387 00:18:29.703 --> 00:18:32.447 is that child's award date between July 1st 388 00:18:32.447 --> 00:18:36.630 and September 1st of that new fiscal year? 389 00:18:36.630 --> 00:18:38.910 If yes, that means that they will, you know, 390 00:18:38.910 --> 00:18:41.140 if the child renewed on August 1st, 391 00:18:41.140 --> 00:18:44.440 they still can renew their scholarship for one month 392 00:18:44.440 --> 00:18:47.920 and have those costs covered before they go to kindergarten. 393 00:18:47.920 --> 00:18:50.840 Its important not to forget about these children 394 00:18:50.840 --> 00:18:54.111 because if they are at a scholarship in your program, 395 00:18:54.111 --> 00:18:56.150 and aren't expecting to cover that cost 396 00:18:56.150 --> 00:18:58.910 that you don't want to award funds to another child 397 00:18:58.910 --> 00:19:00.240 when you still need to cover costs. 398 00:19:00.240 --> 00:19:03.320 Even for just a month or two for this child. 399 00:19:03.320 --> 00:19:06.170 However, if the child's award date is after September 1st, 400 00:19:06.170 --> 00:19:09.060 then that means that they would not be eligible to renew 401 00:19:09.060 --> 00:19:10.700 and you don't need to reserve any funds 402 00:19:10.700 --> 00:19:13.833 for that because their scholarship will end on August 31. 403 00:19:13.833 --> 00:19:18.833 [**Audio cuts out from 19:11 until 20:41**] 404 00:19:18.833 --> 00:19:23.633 [**Audio cuts out from 19:11 until 20:41**] 405 00:20:41.521 --> 00:20:43.690 unobligated funds to new children. 406 00:20:43.690 --> 00:20:47.839 For example, if your funding allocation is $30,000 407 00:20:47.839 --> 00:20:50.520 and you calculate that you need $10,000 408 00:20:50.520 --> 00:20:52.770 for renewals to cover all the renewal costs 409 00:20:52.770 --> 00:20:54.190 for children who will be renewing 410 00:20:54.190 --> 00:20:55.890 with later within the fiscal year. 411 00:20:56.910 --> 00:20:59.560 That means you take $30,000 minus the 10,000 412 00:20:59.560 --> 00:21:02.394 reserve for renewal equals $20,000 that can be awarded 413 00:21:02.394 --> 00:21:05.852 to new children, with those unobligated funds. 414 00:21:05.852 --> 00:21:08.870 If all of your children will be renewing a scholarship, 415 00:21:08.870 --> 00:21:10.960 let's say everyone was awarded as a three year old 416 00:21:10.960 --> 00:21:13.370 and they'll all be returning and you're awarding them 417 00:21:13.370 --> 00:21:15.374 again at the same cost. 418 00:21:15.374 --> 00:21:18.850 You may need to reserve all of your funds for renewals. 419 00:21:18.850 --> 00:21:20.223 Or as you mentioned, if all of your children 420 00:21:20.223 --> 00:21:22.710 will be aging out, you won't need to reserve any funds 421 00:21:22.710 --> 00:21:23.543 for renewals. 422 00:21:23.543 --> 00:21:25.490 So it will depend on the specific children 423 00:21:25.490 --> 00:21:27.290 who've been awarded in your program. 424 00:21:28.202 --> 00:21:30.537 Once you determine the amount that you can award, 425 00:21:30.537 --> 00:21:32.040 you'll follow the Pathway II awarding process 426 00:21:32.040 --> 00:21:33.375 to award new children. 427 00:21:33.375 --> 00:21:36.099 We have a specific webinar on the Pathway II awarding 428 00:21:36.099 --> 00:21:38.090 and renewal process so please view that webinar 429 00:21:38.090 --> 00:21:39.593 for how to award children. 430 00:21:41.526 --> 00:21:44.726 Finally, we're gonna talk about changes to your plan 431 00:21:44.726 --> 00:21:47.483 or to awards so that you can stay on track with your funding 432 00:21:47.483 --> 00:21:50.333 and how you should communicate any changes to Milestones. 433 00:21:52.123 --> 00:21:55.260 So first if you have any changes in scholarship use, 434 00:21:55.260 --> 00:21:57.680 so again, your program submitted plan for scholarship use 435 00:21:57.680 --> 00:22:00.193 as part of your fiscal year 2021 application 436 00:22:00.193 --> 00:22:02.090 and implementation plan. 437 00:22:02.090 --> 00:22:04.630 Where you identify which access categories 438 00:22:04.630 --> 00:22:06.320 you were approved for. 439 00:22:06.320 --> 00:22:08.850 If your needs have changed, please contact the Department 440 00:22:08.850 --> 00:22:13.013 of Education at MDE.PathwayII@state.mn.us 441 00:22:13.013 --> 00:22:15.617 to request an amendment. 442 00:22:15.617 --> 00:22:17.621 We would only need to do this for example, 443 00:22:17.621 --> 00:22:20.210 if you did not include transportation as part of your 444 00:22:20.210 --> 00:22:24.170 original plan, and now you have identified a need 445 00:22:24.170 --> 00:22:27.320 or able to provide transportation and now you want to use 446 00:22:27.320 --> 00:22:30.623 that, use scholarship funds for transportation. 447 00:22:35.030 --> 00:22:37.922 Next, if there is changes in a specific scholarship 448 00:22:37.922 --> 00:22:39.850 for example, if a child leaves your program, 449 00:22:39.850 --> 00:22:43.191 that's an important thing to notify Milestones of right away 450 00:22:43.191 --> 00:22:46.496 so you can mark the final invoice box on the invoice form. 451 00:22:46.496 --> 00:22:49.220 Or you can call or send through a secure email 452 00:22:49.220 --> 00:22:50.373 to notify Milestones. 453 00:22:51.248 --> 00:22:53.660 You will request payment through the final day of service 454 00:22:53.660 --> 00:22:56.341 if the child did it and your program, 455 00:22:56.341 --> 00:22:59.200 Milestones will cancel the child's Pathway II scholarship. 456 00:22:59.200 --> 00:23:01.580 You'll wanna update the award balance tracking form 457 00:23:01.580 --> 00:23:02.510 view the invoicing webinar 458 00:23:02.510 --> 00:23:03.700 for additional details on this, 459 00:23:03.700 --> 00:23:05.710 you'll wanna make sure you know how much you requested 460 00:23:05.710 --> 00:23:08.780 for this child, because any unobligated funds need 461 00:23:08.780 --> 00:23:12.943 to be awarded to a new child or an underfunded child. 462 00:23:14.132 --> 00:23:17.583 This brings us to changes in scholarships for award amounts. 463 00:23:18.630 --> 00:23:21.298 So, if you need to decrease the child's award, 464 00:23:21.298 --> 00:23:23.020 that would happen when a child changes, 465 00:23:23.020 --> 00:23:25.650 their scheduled to attend less hours or days, 466 00:23:25.650 --> 00:23:28.150 therefore their tuition cost may be lower. 467 00:23:28.150 --> 00:23:30.150 Or if a child stops participating in services 468 00:23:30.150 --> 00:23:32.190 such as transportation, and they no longer 469 00:23:32.190 --> 00:23:34.440 have to cover that cost with the scholarship. 470 00:23:36.030 --> 00:23:39.030 You would increase a scholarship award only if you have 471 00:23:39.030 --> 00:23:41.190 available unobligated funds. 472 00:23:41.190 --> 00:23:43.240 And if a child changes their schedule 473 00:23:43.240 --> 00:23:45.380 to attend additional hours or days. 474 00:23:45.380 --> 00:23:47.670 If there were any allowable fees or approved access 475 00:23:47.670 --> 00:23:49.570 categories that weren't initially included 476 00:23:49.570 --> 00:23:50.870 in their award amount. 477 00:23:50.870 --> 00:23:53.460 For example, you know, they either added something 478 00:23:53.460 --> 00:23:56.423 such as transportation, or if you originally 479 00:23:56.423 --> 00:23:59.590 didn't calculate a curriculum fee into their scholarship 480 00:23:59.590 --> 00:24:02.306 award, but you have funds available to do so 481 00:24:02.306 --> 00:24:04.562 that could be added in. 482 00:24:04.562 --> 00:24:07.260 Or if a child was under awarded, for example, 483 00:24:07.260 --> 00:24:09.340 if you already had awarded all of your scholarship dollars, 484 00:24:09.340 --> 00:24:12.903 but just had $1,000 remaining, so you awarded one child 485 00:24:12.903 --> 00:24:15.833 at a lower rate than what they need to cover their costs. 486 00:24:17.170 --> 00:24:18.027 If a child leaves your program 487 00:24:18.027 --> 00:24:20.520 and funds have become available, then you could increase 488 00:24:20.520 --> 00:24:22.593 their award amount to the correct level. 489 00:24:23.980 --> 00:24:26.010 Please note that if you've already awarded 100% 490 00:24:26.010 --> 00:24:27.913 of your funding, you cannot increase awards. 491 00:24:27.913 --> 00:24:31.883 It's only if you have available unobligated funds. 492 00:24:33.890 --> 00:24:36.090 So if you have any of these cases where you need to increase 493 00:24:36.090 --> 00:24:38.330 or decrease award, please notify Milestones 494 00:24:38.330 --> 00:24:40.050 of those changes right away. 495 00:24:40.050 --> 00:24:43.220 You can note changes in award amounts on the invoice form, 496 00:24:43.220 --> 00:24:45.570 you can call or send that through secure email. 497 00:24:46.410 --> 00:24:47.870 Also want to update their award amount 498 00:24:47.870 --> 00:24:49.240 on the award balance tracking form 499 00:24:49.240 --> 00:24:51.990 again to be sure that you know right where they are at. 500 00:24:53.560 --> 00:24:55.320 And you'll want to inform the parent or guardian 501 00:24:55.320 --> 00:24:58.021 of the change so they understand what costs 502 00:24:58.021 --> 00:25:00.927 are being covered and if they need to be paying anything for 503 00:25:00.927 --> 00:25:02.453 their services. 504 00:25:03.750 --> 00:25:05.932 As a reminder, you should be reviewing your awards 505 00:25:05.932 --> 00:25:08.560 for changes each time you submit the invoice form, 506 00:25:08.560 --> 00:25:10.530 which must be at least monthly, 507 00:25:10.530 --> 00:25:12.330 so it's a great checkpoints for you to make 508 00:25:12.330 --> 00:25:14.280 sure that everything is still accurate. 509 00:25:17.580 --> 00:25:19.060 Finally, we just want to talk through awarding 510 00:25:19.060 --> 00:25:21.090 new children after October 15th. 511 00:25:21.090 --> 00:25:23.120 As a reminder, Pathway II programs are required 512 00:25:23.120 --> 00:25:25.270 to award 100% of their funds by October 15th 513 00:25:25.270 --> 00:25:28.053 each fiscal year, that includes those new awards 514 00:25:28.053 --> 00:25:30.494 as well as calculating how many dollars 515 00:25:30.494 --> 00:25:35.156 you'll need to reserve for renewals later in the year. 516 00:25:35.156 --> 00:25:37.490 However, if a child does leave your program 517 00:25:37.490 --> 00:25:38.900 or had a decrease in award amount, 518 00:25:38.900 --> 00:25:40.586 you can award new children throughout the year. 519 00:25:40.586 --> 00:25:43.540 The October 15th deadline is just that initial obligation 520 00:25:43.540 --> 00:25:46.030 of funds at the beginning of the year. 521 00:25:46.030 --> 00:25:47.740 But if child leaves you can always 522 00:25:47.740 --> 00:25:50.003 award new children throughout the fiscal year. 523 00:25:51.390 --> 00:25:53.890 Its very important that you award any unobligated 524 00:25:53.890 --> 00:25:55.810 or available funds right away to avoid funds 525 00:25:55.810 --> 00:25:57.100 from cancelling. 526 00:25:57.100 --> 00:25:59.450 For example, if you have a child, 527 00:25:59.450 --> 00:26:02.520 that leaves your program in December, you should right away, 528 00:26:02.520 --> 00:26:05.330 award those funds to a new child , 529 00:26:05.330 --> 00:26:07.863 so that you avoid any funds cancelling, 530 00:26:09.300 --> 00:26:11.180 if you are awarding new children to, you know, 531 00:26:11.180 --> 00:26:12.721 if a child has left your program 532 00:26:12.721 --> 00:26:13.910 you need to award new children, 533 00:26:13.910 --> 00:26:15.530 the deadline to submit applications to Milestones 534 00:26:15.530 --> 00:26:18.460 for awarding in the current fiscal year is May 15th, 535 00:26:18.460 --> 00:26:21.753 in order to process those by the end of the fiscal year. 536 00:26:22.782 --> 00:26:25.710 Finally, we just wanted to finish with a summary. 537 00:26:25.710 --> 00:26:28.340 This is a lot of information, it's a lot of important 538 00:26:28.340 --> 00:26:31.320 responsibility placed on you as a Pathway II program 539 00:26:31.320 --> 00:26:32.290 so we just wanted to make sure that 540 00:26:32.290 --> 00:26:35.440 you're understanding the funding structure and requirements. 541 00:26:35.440 --> 00:26:37.420 And be sure to review your fiscal year 2021 542 00:26:37.420 --> 00:26:40.200 Pathway II application and implementation plan, 543 00:26:40.200 --> 00:26:41.800 as well as that implementation checklist 544 00:26:41.800 --> 00:26:45.367 on the Pathway II resources webpage, important reminders, 545 00:26:45.367 --> 00:26:48.453 and month by month steps for how to manage your funds. 546 00:26:49.397 --> 00:26:52.251 Be sure that you're setting award amounts according 547 00:26:52.251 --> 00:26:54.230 to MDE policy and aligning to your approved plan 548 00:26:54.230 --> 00:26:57.670 to best support access for children in your program. 549 00:26:57.670 --> 00:26:59.190 I want to review your awards each time 550 00:26:59.190 --> 00:27:01.470 you submit the invoice form, at least monthly. 551 00:27:01.470 --> 00:27:03.970 And be sure to notify Milestones of changes right away, 552 00:27:03.970 --> 00:27:06.453 so you can be sure to re-award funds, if needed. 553 00:27:07.390 --> 00:27:10.310 And finally, we understand this is a lot of information. 554 00:27:10.310 --> 00:27:11.940 So please ask questions. 555 00:27:11.940 --> 00:27:14.080 Please contact Milestones if you have any questions 556 00:27:14.080 --> 00:27:17.350 about policies, understanding the structure of funding, 557 00:27:17.350 --> 00:27:20.643 any processes, or any individual awards if you're unsure 558 00:27:20.643 --> 00:27:24.170 if you can increase or need to decrease an award, 559 00:27:24.170 --> 00:27:28.040 or understanding any aspect of a child's award. 560 00:27:28.040 --> 00:27:31.970 So we appreciate you taking the time to learn with us today. 561 00:27:31.970 --> 00:27:33.700 Please view the rest of the webinars on the series 562 00:27:33.700 --> 00:27:35.570 at our Pathway II resources webpage, 563 00:27:35.570 --> 00:27:37.140 and we appreciate the work that you're doing 564 00:27:37.140 --> 00:27:39.780 to support children and families in your program. 565 00:27:39.780 --> 00:27:42.321 Thank you!