N.Y. Comp. Codes R. & Regs. tit. 8, § 2302.4 – Administration.

(a) In compliance with section 403(b) of the Elementary and Secondary Education Act, the membership of the State advisory council for fiscal year 1978 will be established 90 days prior to the beginning of the fiscal year (October 1, 1977). The terms of five State advisory council members expire at the end of fiscal year 1977 and the members will be replaced. In addition, the resignation of one council member will cause another appointment, and a new student representative on the council will be selected. The same selection process established in fiscal year 1976 will be continued in fiscal year 1978. In this process, the executive deputy commissioner solicits suggestions regarding selection of advisory council members from each area of the department. These suggestions are then screened and approved by the commissioner. Upon approval of the names by USOE, the commissioner writes individual letters to members asking them to serve on the advisory council.
(b) The Office for Program Analysis and Evaluation will continue to act as the support office for the advisory council in fiscal year 1978. The Office for Program Analysis and Evaluation will provide staff support to the advisory council, arrange meetings, provide information to council members and provide other services that are necessary. The Bureau for Program Planning and Evaluation, a unit within the Office for Program Analysis and Evaluation, will serve as the mechanism for supporting the advisory council in carrying out its evaluation responsibilities.
(c) The administrative responsibility for part B has been assigned to the Bureau of School Libraries. Activities include:
1. (1) development of appropriate portions of the program plan; specifically part II, management plan, distribution formula, criteria, evaluation, dissemination;
2. (2) coordination with elementary and secondary curriculum, supervision and finance units;
3. (3) coordination with Bureau for Program Planning and Evaluation;
4. (4) development of standards;
5. (5) preparation of annual report to USOE;
6. (6) development of part B portion of single application;
7. (7) coordination with information center on education;
8. (8) response to USOE requests for clarification;
9. (9) planning and conducting orientation workshops for local education agencies;
10. (10) development of planning guide for participation in part B portion of ESEA IV program;
11. (11) technical assistance to local education agencies through correspondence, telephone and on-site visits;
12. (12) on-site monitoring of part B projects;
13. (13) review and approval of part B portion of single application;
14. (14) management of budget amendments;
15. (15) preparation and distribution of instructions and information concerning participation of children in private, nonprofit schools.
(d) The Bureau of School Libraries works with the Division of Pupil Personnel Services and specifically the Bureau of Guidance in the development of plans and activities relating to the testing, guidance and counseling portion of part B. Activities of the Bureau of Guidance include:
1. (1) coordination with Bureau of School Libraries;
2. (2) development of standards;
3. (3) participation in orientation workshops for local education agencies;
4. (4) development of sections of planning guide pertaining to guidance;
5. (5) technical assistance to local education agencies through correspondence, telephone and on-site visits;
6. (6) on-site monitoring of part B guidance projects;
7. (7) review and approve guidance component of part B portion of single application;
8. (8) participation in the development and implementation of the evaluation and dissemination plans for part B.
(e) The administrative responsibility for part C has been assigned to the Office of Elementary, Secondary and Continuing General Program Planning. Activities include:
1. (1) development of appropriate portions of the program plan; specifically, part III, management plan, competitive grant program, program review, evaluation, validation and dissemination and the needs assessment for this part;
2. (2) coordination with elementary, secondary curriculum and supervisory units as well as selected service units described in part III;
3. (3) development of program standards and criteria;
4. (4) development of part C portion of single application;
5. (5) response to USOE requests for clarification;
6. (6) planning and conducting orientation workshops for local education agencies;
7. (7) planning and conducting staff training, leadership and supervisory activities;
8. (8) updating part C guidelines;
9. (9) technical assistance to local educational agencies through correspondence, telephone and on-site visits;
10. (10) planning, organizing and conducting the proposal review and approval process;
11. (11) review and approval of part C portion of single applications;
12. (12) on-site monitoring of part C projects and the participation of nonpublic school children;
13. (13) preparation of annual report for USOE;
14. (14) program and budget negotiations and management of grant amendments and continuations;
15. (15) conducting validation efforts of requesting districts;
16. (16) coordinating demonstration process so more districts will be able to adopt/adapt exemplary programs.
(f) Fiscal administration of title IV of the Elementary and Secondary Education Act is the responsibility of the Division of Educational Finance, Fiscal procedures include:
1. (1) upon program approval and fiscal pre-audit an initial payment of 25 percent of the budget is made to the local educational agency;
2. (2) upon receipt of initial payment the local educational agency submits a report of expenditures (FA-25-AP) to the State Education Department. This indicates expenditures, encumbrances and cash needs for the coming month/quarter. It also enables the applicant to deobligate if necessary;
3. (3) any budget revisions require prior approval by use of the budget amendment form (FA-10-A);
4. (4) a maximum of 90 percent of the approved budget may be requested during the term of the project;
5. (5) upon termination of the project and liquidation of all encumbrances a final report of expenditures (FA-10-F) is submitted to the State Education Department. This gives detailed information such as name and position of employee, dates of employment, purchase order date, invoice number, name of vendor, check number, date of check and amount paid;
6. (6) final expenditure report is audited by the Division of Educational Finance. Upon acceptance it is then also audited by the New York State Department of Audit and Control. A final check representing any balance due is then sent;
7. (7) all information on the monthly reports of expenditures is entered on individual ledger cards and on magnetic tape by an electronic bookkeeping machine. This information then is summarized on electronic data processing printouts. This information is reviewed frequently. Any LEA that does not appear to be making timely encumbrances and expenditures is contacted. If it is determined that they will not fully spend their allocation, the difference is carried over to the subsequent fiscal year to be awarded according to the part B and part C program requirements.
(g) The responsibility for coordinating department activities regarding the program for strengthening the leadership resources of the New York State Education Department will be carried out in the following way:
1. (1) the executive deputy commissioner solicits suggestions from all his commissioners on how the department can strengthen the leadership resources. He also calls on the Office for Program Analysis and Evaluation to report on evaluation of department programs and on systems studies it performs and to suggest how the department's programs might be improved. Advice is also solicited from the advisory council. This activity is carried out during May and June;
2. (2) after suggestions have been received, the executive deputy generates a proposed allocation of funds for review by the Commissioner of Education and the advisory council;
3. (3) in July, the allocations are made and accounts set up after the allocations have been approved by the New York State Division of the Budget as required;
4. (4) throughout the year, a review of the success of programs and needs for strengthening leadership activities is conducted. The Office for Program Analysis and Evaluation continuously assesses program effectiveness and conducts systems studies to define new needs and to measure effectiveness.