Parent and Family Engagement Allowable Costs

Local Education Agencies (LEAs) and schools must provide a broad range of services designed to help parents help their children succeed at school - Section 1116 of ESSA. The activities allowable under the parent and family engagement provisions of Title I, Part A are generally linked to academics, training, meetings, inclusion, and removing barriers.

Approving Title I, Part A Expenditures

Business managers, principals, or federal program directors must be able to respond appropriately to each of the following questions:

  1. How is the activity/expenditure aligned to and described in the Title I, Part A plans (Consolidated Grant Application (CGA), Schoolwide plan, Targeted Assistance protocols)?
  2. How will the expenditure be evaluated to measure positive impact?, AND if applicable,
    • How does the expenditure directly support professional development?
    • How does this expenditure increase participation of parents in school activities or assist parents to support student achievement?

Title I, Part A Purchase Examples

Allowable Purchases

  • Consumables such as paper, glue, scissors for make and take projects that promote academic learning.
  • Instructional kits, workbooks, reading materials included as part of the PFE activity.
  • Books for loan programs or check out system.

Unallowable Purchases

  • Gifts or items that appear to be gifts.
  • Entertainment, including amusement, diversion, and social activities and associated costs.
  • Souvenirs, memorabilia, or promotional items, such as T-shirts, caps, tote bags, imprinted pens, and key chains.
  • The following items may be donated by others: door prizes, movie tickets, gift certificates, pass to amusement parks, etc.
Please note: The "unallowable" gift purchases may be donated by others.
Typical Charges to Title I, Part A
  1. This list is not complete, just typical
  2. These activities must be reasonable, necessary and allowable.
  3. The activity removes barrier(s) for greater participation, so families can attend intentional activities that are linked to achievement goals and help build their intellectual, social, and human capital.

Examples

  • Transportation and childcare costs to make it possible for parents to attend meetings and training sessions.
  • Registration and travel costs for parent representatives/committee members to attend in-state workshops and conferences that support parent education and involvement. The expectation is that parent participants will share new knowledge with other parents.
  • Translation and interpretation services to make it possible for parents to attend meetings and training sessions related to program activities.
  • Facility rental and usage, unavoidable costs related to the facility in which you conduct parent and family engagement activities.
    For example, holding meetings at different times of the day or at a center location (church hall or meeting room, apartment complex gathering area, community centers, etc.) where parents feel familiar and can attend. Remember this should be reasonable and necessary.
  • Meals/refreshments to encourage attendance when parent and family engagement meetings and trainings conflict with family meals or schedules, see scenarios below.

PFE Activity Planning

The PFE Activity Guide/Plan Template helps in planning PFE activities based on the 5 opportunity and process conditions from ED's Dual Capacity Framework, Family-School Partnerships. In addition, it intends to serve as a guide for best practices when a LEAs or a school is planning PFE activities; including those coordinated with other state or federal programs. The LEA or school has the option to adapt this guide/plan or create their own to meet student and family needs.

Activity Scenario

Family Literacy Night that includes a short parent workshop on how to monitor child's progress at grade level:

Schoolwide Building Example
  • Apple School Total Enrollment: 687
  • All families of students invited.
  • Sign-in sheet demonstrates: 200 participants attended the event.
  • Event cost estimation: Estimate event costs based on average participation at similar PFE activities over the last three years. For example, an LEA may determine average participation was 200 participants at similar events resulting in expenditures of approximately $1,000. LEAs should ensure meals provided are within state/GSA meal per diem limits.
  • Total Cost: $1,000 ÷ 200 = $5.00/per person
  • Based on historical participation and event costs, this would be considered a reasonable per person expenditure.
Targeted Building Example
  • Grape School Total Enrollment: 687, but only 200 eligible Title I students.
  • Families of the 200 eligible students invited.
  • Sign-in sheet demonstrates: 90 participants attended the event.
  • Event cost estimation: Estimate event costs based on average participation at similar PFE activities over the last three years. For example, an LEA may determine average participation at similar events is approximately 90 participants resulting in event costs of approximately $450. LEAs should ensure meals provided are within state/GSA meal per diem limits.
  • Total Cost: $450.00 ÷ 90 = $5.00/per person
  • Based on historical participation and event costs, this would be considered a reasonable per person expenditure.

Note: LEAs should be cautious when having an event that includes non-Title I families. Targeted Buildings should ensure they document their methodology for allocating costs across programs that benefit from the event.

Evidence/Documentation for Auditing
  1. PFE Activity is aligned to Schoolwide Plan's needs assessment or Targeted Program Protocols.
  2. Agenda clearly states the purpose of the PFE activity or activities (must be an allowable Title I, Part A activity).
  3. Sign in sheets for all participants (this includes all attending family members).
  4. Itemized receipts - Receipts should provide enough detail to determine was purchased and the number of items.