Monthly Communication

for Continuous Improvement and State & Federal Programs

MonthlyCommunicationfor Continuous Improvement and State & FederalPrograms

September 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

  • Continuous Improvement Tasks and Updates
  • Consolidated Application
  • MDE Federal Program Onsite Reviews
  • 104i Update (hot topic)
  • State Assessment data and School Accountability

Continuous Improvement Tasks and Updates

Continuous Improvement Tasks for September:


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

Consolidated Application and Next Steps

Consolidated App - Now What?

  • Consolidated Applications should be all submitted or other arrangements should be set up with your MDE consultant.
  • It is likely that your consultant may return your application with a "Modifications Required" status. This just means you may have to make some changes, add additional detail or other clarifications.
  • Once your OES consultant signs off on your application, you will get a notification that you are "Grant Funds Available." If your application was submitted on time and was substantially approvable, you will have an obligation date back to July 1. This means you can draw funds to pay for expenses associated with your application all the way back to July 1, 2023.


Next Steps

  • It's time to put your programming in place. Make sure to have regular meetings between your grant program director and the business office (quarterly meeting written process).
  • Make sure all of your staff paid from state and federal funds (full or partially funded) know what fund they are paid from and the intent and purpose of their work. Use the Time and Effort flowchart to help determine how staff may need to report their time (flowchart | guidance).
  • Make sure the business office/payroll is clear about staff funding sources so they are paid from the correct accounts. You are welcome to use this template to collaborate with your business office.


Final Expenditure Report and Amendments

  • As we wrap up the 2022/23 grant year, business officials will submit the Final Expenditure Report (FER). This will allow MDE to calculate any carryover for federal grants.
  • In November(ish), US Dept. of Education will release final Title allocations.
  • The combination of carryover and final allocations will load into NexSys. This provides us with the final amount that we will have available to spend in the 2023/24 school year. Once this is done (usually toward the end of November), districts will be able to open the ConApp for amendments.
  • Amendments will likely be due January 15th, 2024.

MDE Federal Program Onsite Reviews

MDE took a year off of onsite reviews (OSR) in 2022/23 so that regional consultants could assist schools identified in the school index (more info on the school index/accountability below). It looks like consultants will be back to doing OSRs in the 2023/24 school year.


Districts are identified for OSR by examining a variety of factors, one of which is how long it has been since your last OSR. 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.

104i (Benchmark Assessments) Update

In my August Communication, I discussed that Section 98b (School Goals and Reporting) had been repealed, but that 104i/104h were still required. Since that communication, MDE has clarified that the benchmark assessment as outlined in 104i/104h is not legislatively required.


The caveat here is if you give one of the MDE-Approved Assessments K-8 (NWEA, iReady, STAR) and want to get reimbursed. If so, then you will need to follow all the benchmarking requirements that have been in place the last few years.


The timeline document has been updated to reflect all of these changes and also includes a statement from MDE.

State Assessment and School Accountability

State assessment data from Spring of 2023 is now publically available on MISchoolData.org.


While the state assessment data is now public, it will be a few months (typically mid-November) until the School Index is updated. The School Index is used to identify schools for various levels of support based on a variety of 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.


Last 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