Monthly Communication

for Continuous Improvement and State & Federal Programs

MonthlyCommunicationfor Continuous Improvement and State & FederalPrograms

October 2023

Welcome to the monthly Continuous Improvement and State & Federal Programs communication. The purpose is to contextualize Continuous Improvement into our daily work, to efficiently complete all State and Federal Program tasks, and to promote moving these tasks past simple compliance. If this was forwarded to you, you are welcome to subscribe.

In This Issue

  • Important Dates - October
  • Continuous Improvement Update
  • State Grants Information and Resources
  • Federal Programs Update
  • New School Accountability Cut Scores

Important Dates - October

  • 10/1 - Forgiving Student Meal Debt (31k) Application Due (GEMS Application)
  • 10/6 - FAFSA Challenge (67f) Application Due (GEMS Application)
  • 10/18 - Quarterly Virtual S&F Programs Meeting (9:00 start | Zoom Link)
  • 10/19 - MDE Continuous Improvement Conference (Registration & Info | Agenda)
  • 10/24 - MDE Special Populations Preconference
  • 10/25 - MDE Special Populations Conference Day 1
  • 10/26 - MDE Special Populations Conference Day 2
  • 10/31 - MI Kids Back on Track (23g) Application Due (Intent to Apply)
  • 10/31 - Early Literacy Coach (35a(4)) Application Due (GEMS Application)
  • 10/31 - Additional Instructional Time Grant (35a(5)) Application Due (GEMS Application)
  • 10/31 - Private School Reporting Due for Equitable Services (see article below)

Continuous Improvement Update

Continuous Improvement Resources


Continuous Improvement Tasks for October

It's time to monitor the implementation of our plans. School and district teams should ask questions such as:

  • Did we hold the PD we were planning? How did it go?
  • Did we make the curricular purchase we discussed? What evidence do we have that it is being implemented?
  • What did our fall benchmark data show, and what are we going to do about it?
  • See the October section of the Monthly CI Checklist for more info.


MICIP 101 Double Session at the MDE Continuous Improvement Conference

For those that are new to leading continuous improvement in general or MICIP specifically, there will be a double-breakout session for MICIP 101 at the Continuous Improvement Conference. This will be facilitated by the MICIP Collaboration Series crew (Mike - OAISD, Hilda - Dearborn, Dave - MAISD, Frank - MDE).

The 2023 Continuous Improvement Conference will be held October 19 at the Mt. Pleasant Comfort Inn. Registration & Info | Agenda

State Grant Information and Resources

Each year, the legislature allocates funds to various entities (ISDs, LEAs and PSAs, private schools) targeted for specific outcomes. These are typically on an October 1 - September 30 timeline to match the state budget cycle. Sometimes these are longstanding grants such as 31a (at risk), or 35a (read by grade three). Other grants are newer (31aa/n/o) or brand new (23g).


Once new legislation is passed, school leaders are eager to get details on how much might be allocated to their district, what will be on the list of allowable uses, and how to apply. However, it takes time for MDE to translate legislation into actionable processes. Grant managers are identified, allowable use is clarified, guidance is created, application processes are created. There are also many different factors such as the grant being competitive or based on a formula. See this presentation if you would like more info on this process.


This is the time of year when information is coming out fast and furious, and from a variety of sources. The State Grants Repository was created in an attempt to bring clarity to state grants. The Repository will be getting an update to FY24 details toward the end of October, with assistance from MDE. In the meantime, we have a curated "In Between Document" that we hope will consolidate and synthesize information until the repository is ready for FY24.

Federal Programs Updates

Consolidated Application

I have fielded several questions recently about when we will be able to start drawing down federal funds. As of this writing, the furthest you can get in the process in NexSys is "PORC" (Program Office Review Complete). This means that your application is good to go, we are just waiting on funds getting into the Cash Management System. Right now, we are waiting on notification that we are "Grant Funds Available." This will likely happen in October.

As we have discussed in previous articles, once grant funds are available you will be able to draw funds to pay for expenditures back to your obligation date, which is July 1 if you submitted your application on time.

Here is the MDE OES Consolidated Application Schedule for 2023-2024.


Onsite Reviews in 2023-24

As discussed in my September Communication, each OES Regional Consultant will be conducting (2) onsite reviews for their region in 2023-24. The list of districts identified for OSR is being finalized and approved now. If your district is selected for an OSR this year, you will likely hear about it from your regional consultant first, followed by an official document from MDE that outlines all requirements and timelines.


Private Schools - Action to Participate in Equitable Services

  • In order to participate in equitable services of federal funds, private school leaders must complete the Nonpublic School Membership Report in NexSys. This report will open around October 15th and is due by October 31st. Make sure your EEM information is up to date so you are getting appropriate communications from MDE.
  • Private schools are also required to complete the Nonpublic School Personnel Report. The window to complete the report is now open, and closes December 1st. This is completed via a CEPI web portal (link on this page - click "Go to NPSPR").
  • More information about both of these requirements is located in this document. It is imperative to complete this reporting so that your school is listed as eligible when LEAs being their outreach for equitable services in February. The list of eligible private schools is maintained on the MDE Nonpublic and Home School Webpage (typically the first link).

New School Accountability Cut Scores

The School Index identifies schools for various levels of support based on factors such as proficiency and growth on state assessments, attendance rates, graduation rates, and others. Here is a video playlist that digs into details of the School Index. The updated School Index results will be released on MISchoolData in mid-November.


When the 2023 index is released, it will be calculated using new cut scores. Michigan submitted an amendment to the Michigan ESSA Plan to USED in August 2023. The plan has amended (lowered) the targets for proficience, growth, graduation rate, and English Learner progress. Additionally, the Long Term Goal date has been changed from 2024-25 to 2031-32. This is due to using the 2021-22 school year data as the new baseline data from which to establish 10-year targets. See the table below for more information, or go to page 135 in the document linked above for full details.


As reported in my September Communication, 2021-22 school year was the identification year for new CSI and ATS schools. This means that the only new designation available this year will be TSI, which is identified annually. The next CSI Identification year is 2025 and the next ATS identification year is 2028.

State and Federal Programs PD in 2023/24 (MASFPS)

The Michigan Association of State and Federal Program Supervisors is the statewide organization for those that work in S&F programs. Membership is just $85 per year.

Whether you're a program director, finance director, or work in a Title I building, there is something for everyone.

Quarterly Virtual S&F Programs Meetings

The following State and Federal Programs meetings are open to everyone, statewide. The meetings are typically well attended by reps from MDE OES and program directors from many districts and ISDs across the state. Same Zoom Link for all: https://muskegonisd-org.zoom.us/j/6740302165
  • Wednesday, October 18, 2023 from 9:00 - 10:30
  • Wednesday, January 24, 2024 from 9:00 - 10:30
  • Wednesday, March 20, 2024 from 9:00 - 10:30
  • TENTATIVE MDE Spring Workshop at MAISD, May 31, 2024 from 9:00 to noon (other locations will be held regionally across the state)

Resource Roundup

If you have any resources to share or other suggestions for this area, please send them my way (contact info below).

Continuous Improvement

State and Federal Programs

Due Dates and Calendars

School Index

Miscellaneous