Muscogee (Creek) Nation
Johnson-O’Malley
FY-2021 Handbook
Office Number: 918-732-7843
Web: http://www.mcn-nsn.gov/services/education-training/johnson-omalley
Johnson-O’Malley
Contact Information
Manager
Administrative Assistant
Data Clerk
Field Specialist
Field Specialist
Regina Keith
918-732-7839
reginat@mcn-nsn.gov
Terry Fish
918-732-7843
tfish@mcn-nsn.gov
Kristina Strayhorn
918-732-7841
kstrayhorn@mcn-nsn.gov
Billy Proctor
918-732-7842
bproctor@mcn-nsn.gov
Brittany Kesler
918-732-7840
bkesler@mcn-nsn.gov
Compliance Documents
Continued Johnson-O’Malley (JOM) funding is contingent upon completion of compliance documentation.
Below you will find a list of all documents with deadlines.
Eforms and pdf forms can be found on our webpage.
http://www.mcn-nsn.gov/services/education-training/johnson-omalley
Compliance Paperwork Deadlines
Advertisement of IEC Election Meetings: June 4, 2020
IEC Election Certificate w/Minutes: June 4, 2020 (eform)
Parent Committee Training Document: June 4, 2020 (eform)
Student Transmittal: October 16, 2020 (eform)
Student Enrollment Forms: November 13, 2020 (eform)
IEC County Clerk Regular Meetings Filed (stamped copy): December 11, 2020
Annual Report w/Minutes: December 11, 2020 (pdf)
By Laws w/Minutes: December 11, 2020
Budget Revision w/Minutes: March 12, 2021 (pdf)
FY22 Needs Assessment (form/results) w/Minutes: August 6,2021
FY22 Application w/ Minutes: August6, 2021 (pdf)
FY21 Expenditures Begin: October 1, 2020
FY20 Final Expenditure Claim: (email) November 30, 2020
1st QTR FY21 Expenditure Claim: (email) January 29, 2021
2nd QTR FY21 Expenditure Claim: (email) April 30, 2021
3rd QTR FY21 Expenditure Claim : (email) July 31, 2021
Claim Deadlines
Challenge Bowl Registration (All-Divisions): November 13, 2020 (eform)
Oklahoma Statewide Conference Registration: TBA
In-Service Training and Event Deadlines
Academic Incentive Recipient Documentation: August 7, 2020
Belvin Hill Memorial Scholarship Application: November 13, 2020 (eform)
Advanced Placement Incentive Application: February 5, 2021 (eform/pdf)
Academic Incentive application: March 12, 2021 (eform)
Incentives and Grant Deadlines
Table of Contents
Section 1 .............................................................................6
Section 2..............................................................................12
Section 5................................................................................33
Section 3..............................................................................17
Section 4...............................................................................23
• Historical Background…………………………………………….................... 7
• Legislative History……………………………………………………............... 7
• New Law/Code of Federal Regulations………………………………............ 8-11
• Procedures and Verifications…………………………………………............. 13
• Student Count and Rosters……………………………………………............ 14
• Transmittal/Enrollment Form………………………………………….............. 15-16
• IEC Roles and Responsibilities………………………………………............... 18-19
• IEC Election and Voting procedures……………………………….................. 20
• IEC Officer Duties………………………………………………......................... 21
• JOM Parent Committee Training……………………………………................. 22
• Education Support/Sample Goals and Objectives…………………................ 24
• Annual Needs Assessment Summary……………………………..............….. 25
• JOM Needs Assessment Survey Example………………………….............… 26
• Needs Assessment Checklist………………………………......…….........…… 27
• How items can be used with JOM funds……………………………................ 28-29
• Eligible Incentive Awards……………………………………….................……. 30-31
• Expenditure Claim Procedures...........…………………………………............. 32
• MCN-JOM Webpage Link for Forms and Tests…………………….................. 34
• JOM Application.................................………………………………................... 35-43
• Annual Report.................................................................................................. 44-47
• Budget Revision............................................................................................... 48-51
• IEC Election Certificate..................................................................................... 52
• Parent Committee Training Certificate……………………………...................... 53
• Trainers Test…………………………………………………………..................... 54-55
• County Clerk Filing.............................……………………………....................... 56
• Tutor and School Supply Distribution Logs and Inventory Sheets…................ 57-59
• Inventory Guidelines………………………………………………........................ 65
Table of Contents
Section 6 ................................................................................60
Section 7.................................................................................70
Section 8................................................................................93
Calendar of Events.................................................................86
• IEC Meeting Minutes Example……………....…………….........………....……. 71-73
• IEC Minutes form……………………………...……………..........……....….….. 74-76
• IEC Agenda Example…………………………...…………….........……....….… 77-78
• Election and Voting Procedures………………...…………….......………......… 91-92
• Procedures and Verifications………………………………….......……........….. 80-81
• JOM Program/IEC Requirements…………………………………...............….. 82
• Program Compliance/Monitoring Check Sheet………………..........……..….. 83-84
• Compliance/Monitoring Check Information......………………..........……..….. 85
Attached..............................................................………………….............…. 87-88
• Program By Laws Example………………………………………….................… 61-68
• Definition of “in loco parentis”………………………………………..................... 69
Historical Background
Legislative History
New Law
Code of Federal Regulations (CFR 25-273)
Section 1
6
In 1871, Congress discontinued the policy of treaty agreements with Indian tribes. For the next half century, the Federal
Government continued to assume the major responsibility for Indian education through the actual operation of government schools
or by paying the equivalent of “non-resident” tuition to public school districts enrolling Indian children. This early effort was
implemented by legislative authority contained in the BIA’s Appropriation Act of February. Regulations adopted in that Act are still
nominally in effect as Part 33, Title 25 Indians, although superseded under the authority of the JOM Act. For the most part, the
educational efforts focused primarily on Indian reservations which were surrounded by public domain or territorial status land. The
transition of responsibility for Indian children from the federal government to individual states is a direct result of two basic factors.
(1) the organization into states formerly in territorial status, each state recognizing in its constitution the responsibility to equally
provide education opportunities for all state citizens; and (2) the Citizenship Act of 1924 granting American citizenship to all Indians
residing within the continental United States. Therefore, by virtue of Indian citizenship and Indian rights under the 14th Amendment
of the U.S. Constitution, the responsibility for the education of the American Indian is primarily that of each state and local school
district.
Although the legal responsibility of equality in education for America’s children rests with the states it is recognized in basic state
laws, the Federal Government also recognizes its responsibility for assisting states under certain circumstances. The JOM Act of
April 15, 1934 (48 Stat. 596), as amended by the Act of June 4, 1936 (49 Stat. 1458), is such a circumstance.
Historical Background of JOM
The JOM Act (73 Cong., 2nd Session, Chs. 146-1481 April 16 1934 (Title 25 452-455) provided the Secretary of the Interior with the
authority to arrange with the states or territories for the education, medical attention, agricultural assistance, relief of distress and
social welfare of the Indian and for other purposes.
In 1934, Hiram W. Johnson was Chairman of the Senate Committee on Indian Affairs and Thomas P. O’Malley was Chairman of the
House Committee on Indian Affairs. Mr. Johnson introduced the bill S2571, in February of 1934. The report of the Senate Committee
(S. Rpt. 511) was identical with that of the House (H. Rpt. 864), and stressed the bill was designed to handle “Indian problems with
those states in which the Indian tribal life is largely broken up and in which the Indians are to a considerable extent mixed with the
general population.” It was felt that where such circumstances prevailed, health and other problems were “so intermixed with that of
the general health of the community that it is difficult to separate the two.” The committee felt separate white and Indian health
facilities were “uneconomical and contrary to efficient administration.” By this bill the state could handle the services to both white and
Indians with the federal government bearing the added expense for services to the Indian population. The committee noted the Indian
Service had already established the precedent of arranging with many local communities to take Indian children into the public
schools, but…lacked the authority to transfer such functions on the broader basis to the states.
Prior to 1958, the JOM Program was a basic federal aid program specifically designed to assist public school districts to educate
Indian children from reservations and other Indian-owned, tax-exempt land areas. On August 12, 1958, Public Law 81-874,
administered through the Department of Health, Education and Welfare, providing financial assistance to public schools was
amended to include assistance for educating Indian children. This broader based federal aid program met most of the basic financial
needs of eligible school districts. Subsequently, the JOM program became a supplementary aid program geared to offset the financial
deficit of unmet extraordinary and exceptional cases of need. Funds were available for operational purposes as distinguished from
construction needs. JOM funds were made available to states based on separate plans negotiated between BIA and the respective
States or tribal corporations for the express purpose of supplemental federal assistance for educating Indian children in public
schools. These funds, in turn, were administered by the states or tribal corporations to local school districts. The purpose of the
regulations established in Part 273 of Public Law 93-638, the Indian Self-Determination and Education Assistance Act was to set forth
the application and approval process for education contracts under the JOM Act. Any state, school district, tribal organization or
Indian corporation is eligible to apply for a contract.
Legislative History of JOM
7
THE NEW LAW
On December 31st, 2018, President Trump signed into law Senate Bill 943, the Johnson-O’Malley Supplemental Indian
Education Program Modernization Act. The Act, now also referred to as Public Law 115-404, will seek to obtain a complete
update of the student count for eligible Native American students while increasing participation around the country from schools
and tribes. This law reinforces the recognition of Tribal sovereignty and the respect of federal treaty rights.
New Law
These regulations were written to ensure the maximum participation of Indian parents
in the development of programs for eligible Indian students.
DEPARTMENT OF THE INTERIOR
Bureau of Indian Affairs
25 CFR Part 273
[201D0102DB/DS5A300000/DR.5A311.IA000520]
RIN 1076–AF24
Education Contracts Under Johnson-O’Malley Act
AGENCY: Bureau of Indian Affairs,Interior.
ACTION: Final rule.
SUMMARY: Under the Johnson-O’Malley (JOM) Act, the Bureau of Indian Education (BIE) provides assistance,through contracts,
for Indian students attending public schools and nonsectarian private schools. This rule implements the JOM Act, as amended by
the JOM Supplemental Indian Education Program Modernization Act (JOM Modernization Act), to clarify the eligibility requirements
for Indian students to receive the benefits of a JOM contract, clarify the funding formula and process to ensure full participation of
contracting parties, and to otherwise reconcile and modernize the regulations to comport with the activities of contracting parties
under the JOM Modernization Act.
DATES: This rule is effective on March 26, 2020.
8
Subpart B—Program Eligibility & Applicability
§ 273.110 Who is eligible to request contracts under the Johnson-O’Malley Act?
The following entities are eligible to enter into an education contract under the Johnson-O’Malley Act for the purpose of
financially assisting efforts designed to meet the specialized and unique educational needs of eligible Indian students,
including supplemental programs and school operational support, where such support is necessary to maintain established
State educational standards:
(a) Tribal organizations;
(b) States;
(c) Public school districts that:
(1) Serve public elementary schools or public secondary schools; and
(2) Have a local school board composed of a majority of Indians or have established or will establish an Indian Education
Committee, as described in § 273.115 to approve supplementary or operational support programs beneficial to Indian
students; and
(d) Indian corporations.
§ 273.111 How do the requirements for Tribal organizations differ from those for other eligible entities?
(a) States, public school districts, or Indian corporations must comply with the requirements in this part.
(b) The requirements of this part apply to Tribal organizations (including but not limited to provisions regarding how funds
can be used under the Johnson-O’Malley Act and reporting requirements), except that Tribal organizations do not need to
comply with:
(1) Sections 273.120—273.121, regarding approval of an education plan by the Director;
(2) Section 273.125, regarding entering into a contract as a new contracting party;
(3) Sections 273.132—273.135, regarding review, approval, and negotiation of the contract;
(4) Section 273.142, regarding advance payments;
(5) Any section in subpart H (other than the following sections, which still apply: § 273.170, regarding special program
provisions to be included in a contract, § 273.172, regarding State employees’ access to Tribal lands, reservations or
allotments, and § 273.182, regarding penalties for misusing funds or property);
(6) Any section in subpart I (other than § 273.194, regarding the Indian Education Committee’s authority to recommend
cancellation or suspension of contracts, which still applies);
(7) Any section in subpart K (other than § 273.208).
(c) The contract proposal submitted by the Tribal organization must meet the requirements in part 900 or 1000 of this
chapter, in addition to those in § 273.130 except that education plans must be submitted to the BIE Director for approval in
accordance with § 273.170. The requirements in part 900 or 1000 of this chapter apply to contracts and compacts with
Tribal organizations, except for the provisions in §§ 900.240 through 900.256, 1000.300, and 1000.330 of this chapter
concerning retrocession and reassumption of programs. If a Tribal organization retrocedes a contract, the Bureau will then
contract with a State, public school district, or Indian corporation for the supplemental programs or operational support.
Redesign and reallocation under either Title I contracts or Title IV compacts must be done with approval in accordance
with § 900.8(g)(6) of this chapter.
9
§ 273.112 Who is an eligible Indian student under the Johnson-O’Malley Act?
An Indian student is eligible for benefits provided by a Johnson O’Malley contract if the student is:
(a) From age three (3) years through grade(s) twelve (12);
(b) Not enrolled in a Bureau-funded school or sectarian school (except the student is eligible if enrolled in a
previously private school controlled by an Indian Tribe or Tribal organization); and
(c) Is either: (1) At least one-fourth (1⁄4) degree Indian blood descendant of a member of an Indian Tribe as defined in §
273.106; or
(2) A member of an Indian as defined in § 273.106.
§ 273.113 How can the funds be used under the Johnson-O’Malley Act?
An eligible entity may use the funds available under the contract to provide educational benefits to eligible Indian students
to:
(a) Establish, carry out programs or expand programs in existence before the contract period that provide:
(1) Remedial instruction, career, academic, and college-readiness counseling, and cultural programs;
(2) Selected courses related to the academic and professional disciplines; or
(3) Important needs, such as school supplies and items that enable recipients to participate in curricular and extra-
curricular programs; and
(b) Purchase equipment to facilitate training for professional trade skills and intensified college preparation
programs.
§ 273.114 What programs may be contracted under the Johnson-O’Malley Act?
All programs contracted under this part must:
(a) Be developed and approved in full compliance with the powers and duties of the Indian Education Committee and as
may be contained in the Committee’s organizational documents and bylaws.
(b) Be included as a part of the education plan.
Subpart C—Indian Education Committee
§ 273.115 Who determines the unique educational needs of eligible Indian students?
(a) When a school district to be affected by a contract(s) for the education of Indians has a local school board composed of
a majority of Indians, the local school board may act as the Indian Education Committee; otherwise, the parents of Indian
children may elect an Indian Education Committee from among their number or a Tribal governing body(ies) of the Indian
Tribe(s) affected by the contract(s) may specify one of the following entities to serve as the Indian Education Committee:
(1) A Local Indian Committee or
Committees; or
(2) An Indian Advisory School Board
or Boards.
(b) The Tribal governing body(ies) of the Indian Tribe(s) affected by the contract(s) may specify one of the
entities in paragraph (a)(1) or (2) of this section at its discretion if the Indian Education Committee was established prior to
January 4, 1975.
10
§ 273.116 Does an Indian Education Committee need to establish procedures and report to the BIE
Director?
The Indian Education Committee and its members must establish procedures under which the Committee serves. Such
procedures must be set forth in the Committee’s organizational documents
and by-laws.
(a) Each Committee must file a copy of its organizational documents and bylaws with the BIE Director, together with a list
of its officers and members.
(b) The existence of an Indian Education Committee may not limit the continuing participation of the rest of
the Indian community in all aspects of programs contracted under this part.
§ 273.117 What are the powers and duties of the Indian Education Committee?
Consistent with the purpose of the Indian Education Committee, each such Committee is vested with the authority to
undertake the activities in paragraphs (a) through (d) of this section.
(a) Participate fully in the planning, development, implementation, and evaluation of all programs, including both
supplemental and operational support, conducted under a contract or contracts pursuant to this part. Such participation
includes further authority to:
(1) Recommend curricula, including texts, materials, and teaching methods to be used in the contracted program or
programs;
(2) Approve budget preparation and execution;
(3) Recommend criteria for employment in the program;
(4) Nominate a reasonable number of qualified prospective educational programmatic staff members from which the
contractor would be required to select; and
(5) Evaluate staff performance and program results and recommend appropriate action to the contractor.
(b) Approve and disapprove all programs to be contracted under this part. All programs contracted require the prior
approval of the appropriate Indian Education Committee.
(c) Secure a copy of the negotiated contract(s) that includes the program(s) approved by the Indian Education Committee.
(d) Recommend cancellation or suspension of a contract(s) under § 273.194.
§ 273.118 Are there additional authorities an Indian Education Committee can exercise?
The organizational papers and bylaws of the Indian Education Committee may include additional powers and duties that
would permit the Committee to:
(a) Participate in negotiations concerning all contracts;
(b) Make an annual assessment of the learning needs of Indian children in the community affected;
(c) Have access to all reports, evaluations, surveys, and other program and budget related documents determined
necessary by the Committee to carry out its responsibilities, subject only to the provisions of § 273.180;
(d) Request periodic reports and evaluations regarding the Indian education program;
(e) Establish a local grievance policy and procedures related to programs in the education plan;
(f) Meet regularly with the professional staff serving Indian children and with the local education agency;
(g) Hold committee meetings on a regular basis which are open to the public; and
(h) Have such additional powers as are consistent with these regulations.
11
Procedures and Verifications
Student Count and Rosters
Section 2
12
JOM ENROLLMENT PROCEDURES AND VERIFICATIONS
An important segment for the JOM program is the enrollment process and student certifications. First and most
importantly, is that the student qualifies for the JOM program by meeting the JOM criteria and eligibility. This verification is
accomplished in the Muscogee (Creek) Nation JOM office. Secondly, forms need to be properly filled-out and all proper
documents need to be attached and submitted to the Muscogee (Creek) Nation JOM office for verification. Procedures that
must be followed:
Eligibility
The student must be enrolled with a federally recognized tribe.
Eligible students-25 CFR 273.112 (Code of Federal Regulations (CFR) 25, Part 273.112 An Indian students, is eligible
for benefits provided by a JOM contract if the student is: (a) from age 3 years through grade(s) 12, (b) not enrolled in
Bureau-funded school or sectarian school (except the student is eligible if enrolled in a previously private school controlled
by an Indian Tribe or Tribal organization); and (c) is either: (1) At least one-fourth ¼ degree Indian blood descendant of a
member of an Indian Tribe as defined in 273.106.
(Federal tribes whose citizenship is determined by lineage may have less than a ¼ degree on the CDIB card.)
Also accepted is a parent’s tribal citizenship card or a CDIB card of a federally recognized tribe if the parent’s blood degree
is a half ½ or more with the student’s original state certified birth certificate.
PROPER DOCUMENTATION
When submitting an enrollment form to the Muscogee (Creek) Nation JOM office for verification include either a copy of the
students tribal citizenship card, tribal letter verifying citizenship or CDIB card must be attached to the form. When using the
parent's card(s) for verification, the parent’s tribal citizenship card or CDIB card must be submitted along with a copy of the
child's original state certified birth certificate. These two documents will need to be attached to the enrollment form when
submitting for verification. We do not and will not accept anything other than a state certified birth certificate. Hospital
certificates will not be accepted. Enrollment forms must be correctly filled-out with correct documentation or the forms will
be returned and the process will be stopped until proper documentation is presented.
COUNT WEEK
This is the week we count enrolled JOM students and the student must be actively enrolled in the school. This count
number is utilized in determining funding amounts for schools. Count week is always the first full week of October and the
count will stop on Friday of that first week. That number becomes your school’s count number. The JOM student count
number must be sent to the JOM office by Friday of the following week on the transmittal form. The Transmittal form can
be found on the website at http://www.mcn-nsn.gov/services/education-training/johnson-omalley/.
Schools will have until the end of the second full week in November to submit all student enrollment forms for verification of
JOM students for the current school years count, and for other changes to their roster, i.e. transfers, drop-outs, etc.
ROSTER
The final roster will be printed in January and the student count, after adjustments, will be sent to the schools on the final
roster printout. If for some reason schools feel their final count is inaccurate after receipt of the final roster they will have
until the first working day in February to make any changes, i.e.: student name spelling, grade and birth date.
13
STUDENT COUNT AND ROSTERS
Count Week is the first full week in October. At the end of Count Week, all schools will be required to tabulate and count
their eligible JOM student enrollment. Each school will be required to send in their count number using the ‘Student Count
Transmittal’ (eform) on our webpage. The transmittal form should reach our office by the end of the second full week in
October.
Schools will have one month to submit all student enrollment forms and other changes to their rosters, i.e.: transfers,
drops, active, inactive, etc., for all students seeking eligibility. (Enrollment forms are located on the website. Please submit
one form per student with all necessary documents uploaded.)
FINAL ROSTER
Final rosters are to be complete by the end of the second full week in January and emailed to the school. Should
the school find any discrepancies within the final rosters, they will have until the first working day in February to make any
needed changes i.e.: student name, birthdate and grade.
After the first full workday in February, your count will be final and there will be NO CHANGES MADE TO THE COUNT.
The count will stand as is.
14
October 2020
November 2020
Sun Mon Fri
Thur
WedTue
Sat
Sun Mon Fri
Thur
WedTue
Sat
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
21 22 23 24 25 26 27
25 26 27 28 29 30 31
18 19 20 21 22 23 24
11 12 13 14 15 16 17
4 5 6 7 8 9 10
29 30
Count Week
Send in Transmittals
Transmittal
Form Deadline
Enrollment Form
Deadline
Transmittal/Enrollment Forms
Muscogee (Creek) Nation Johnson-O’Malley
TRANSMITTAL FORM
STUDENT COUNT FY__
Please submit by eform on the website: https://eforms.mcn-nsn.gov/lincdoc/doc/run/muscogeeh/JOM_TransmittalForm
TO: Muscogee (Creek) Nation
Johnson O’Malley Department
FROM: _________________________________
SUBJECT:
(School Name)
Transmittal and School Certif
ication of Official Johnson-O’Malley
Student Count FY
DEADLINE DATE: October of Current Year
Submitted is the accurately completed Student Count for:
_________________________________________________________
School Name
The to
tal number of students who are eligible to be counted during the official count
week held _____________ is __________.
Count Week Year Number
I certi
fy that the information contained herein is correct for the specified week and
that the count was performed in accordance with Federal regulations.
Subm
itted by:
________________________________________________
Signature Date
FY
--
Sample
15
PLEASE FILL IN:
JOHNSON-O
MALLEY Today’s Date: ___________
ENROLLMENT SHEET Enrollment FY___________
STUDENT NAME: ____________________________________ COUNTY: _____________________
SCHOOL DISTRICT NAME:
DA
TE OF BIRTH GENDER GRADE TRIBE DEGREE
ST
UDENT JOM ID#____________________________________
(Assigned by JOM Office)
FRONT OF CARD BACK OF CARD
Verified by: ____________
MCN JOM OFFICE
Please attach a copy of tribal citizenship card or CDIB card to the front of this form.
REMARKS:
Sample
16
IEC Roles and Responsibilities
IEC Election and Voting
IEC Officer Duties
JOM Parent Committee Training
Section 3
17
The rules and regulations (25 CFR 273) give considerable space to the roles and responsibilities of the Indian Education
Committee and the School Districts. Listed are the Roles and Responsibilities of both the IEC and School District in
accordance with the federal code of regulations. The specific areas of the federal regulations are listed by each “Role” item.
273.117 (a4) Screen and recommend
prospective staff.
273.117 (a3) Recommend criteria for
employment.
273.117 (a5) Evaluate staff and
recommend action to contractor.
273.116 (b) Participation of the Indian
community must be sought.
273.117 (5b) (a2) Approve all programs
prior to submission. Approved budget
preparation and execution.
273.117 (a) Participate in program
evaluation and implementation.
Submit changes to the Contractor, (Muscogee
(Creek) Nation) for contract modification.
Implement change in program(s).
Submit input to contractor, (Muscogee (Creek)
Nation). Implement program(s). Provide fiscal
management and financial reports to the IEC.
Report regularly to Indian Education Committee on
progress of program(s) achievement of goals and
objectives. Provide an Annual Report to Muscogee
(Creek) Nation.
Roles and Responsibilities of the Indian Education Committee & School District
Indian Education Roles School District Roles
273.117 (a) Participate in planning
and development of Johnson-
O’Malley Program.
Incorporate the committee’s input into thedevelopment
of the program.
273.117 (a) Approve changes in
program and budget by written
approval.
273.117 (c) Request a copy of the
negotiated contract.
Write in costs as part of education plan.
Hire staff.
Contractor/Sub-Contractor must utilize community
input in developing program.
Implement recommendations within framework of contract
requirements.
273.116 Develop By Laws.
Make the By-Laws part of the request for IEC to 
review and approve.
Provide a copy of complete contract to Indian
Education Committee.
18
Roles and Responsibilities of the Indian Education Committee & School District
Doing what is best for the program and not necessarily, what you want for your own child.
Voting on each issue brought before the Committee, unless it would be a conflict of interest.
You have been elected by the JOM parents to represent them and their children.
You support the efforts of the JOM staff and that you will be their advocate within the school district.
To listen to the concerns of students, parents, and staff and try to the best of your ability to help.
You will account for every federal dollar spent within the JOM program in your school.
You will make every effort to work with the school district or tribal education office to implement the program design
that was suggested by the communities needs assessment.
You care and want to make a difference in the lives of the students.
1.
2.
3.
4.
5.
6.
7.
8.
To attend JOM/IEC meetings and trainings.
To approve and sign the JOM application and attachments.
To approve and sign the JOM Budget Revisions.
To approve and sign the Annual Report.
To conduct parent committee elections.
To attend and sign off on the JOM evaluation monitoring visit
form.
To screen and recommend prospective staff.
To recommend criteria for employment.
To develop the IEC By-Laws.
To perform an annual assessment of the program.
What are you expected to do as an IEC member?
The Muscogee (Creek) Nation JOM handbook.
Copy of the JOM Federal Regulations 25 CFR273.
JOM/IEC Parent Committee listing.
The JOM By-Laws for your program.
A full copy of the JOM Application.
A copy of the state’s open meeting act.
Guidelines for parliamentary procedures.
A copy of the programs Annual Report.
A copy of the annual monitoring findings.
What materials should the school give the IEC?
Sometimes being a Parent Committee Member means to look at every possible solution to a problem and to be willing to
accept the best solution. Even if it may not have been the solution you thought. Always keep an open mind, stand united
as a committee and support the staff with positive interaction.
19
IEC Election and Voting
1. Who is responsible for conducting an election?
All Indian Education Committee's, are to remain in accordance with their By-Laws. The election procedures should be a
part of the IEC By-Laws. The IEC may have a non-partisan person act as the election judge and conduct the election.
2. Who can run for the Indian Education Committee?
According to Federal regulations, the IEC is elected by parents, legal guardians or person acting “in loco parentis” of
eligible Indian students enrolled in the school(s) affected by the contract. To avoid conflict of interest or give the
appearance of a conflict of interest, school officials or their spouses, persons directly involved in oversight of the Muscogee
(Creek) Nation JOM Program should not be eligible to serve as committee members.
3. Who is eligible to vote?
Any parent, legal guardian or person acting “in loco parentis” of eligible Indian students enrolled within the contract school
system. This means that both parents of a child are eligible. Voting by proxy (representing someone else) is not allowed at
any time. A student is not allowed, by federal regulation, to vote or hold a position on the IEC.
20
The Chairperson shall perform all duties pertaining to the office of chairperson and such other
duties as may be assigned by the Indian Education Committee from time to time. Specific
duties are to preside over all general committee meetings and sign all letters, reports, and
other compliance documents as required. The Chairperson is allowed to only vote on a motion
to break a tie or as deemed by the IEC according to their by-laws. The Chairperson carries out
the actions of the IEC in accordance to the JOM Application.
The Vice-Chairperson will assume the role of the chairperson in his/her absence. Other duties
of the Vice-Chairperson are: ensure that membership on the Indian Education Committee is
consistent with federal guidelines. He/she shall perform such other duties as may be
requested by the committee from time to time.
The Secretary shall keep the minutes of the meetings (including regular, special, and
emergency), and shall provide minutes to the Committee, school administrator, and to such
other persons the Committee may indicate. He/she shall see that all notices are given in
accordance with the provisions of their by-laws, be custodian of the Committee’s records,
keep a list of the address, email, and telephone numbers of each Committee member. The
Secretary shall perform other duties as prescribed by the Indian Education Committee from
time to time.
IEC Officer Duties
Chairperson
Members
The members of the IEC shall regularly attend the IEC meetings, have full voting rights,
assist the IEC officers and JOM staff in the program design, and help implement and
evaluate the JOM program. Being an IEC Committee Members does not give any one
member any authority. To act alone representing the committee as a whole. You are an IEC
Committee Member during the committee meeting. You may not represent yourself as an
IEC Committee Member on any occasion unless you have been given authority, by motion of
the IEC to represent yourself as such. IEC Committee Members are to vote on any issue
(motion) that is brought before the committee. The only reason that an IEC member would
abstain from voting would be in a conflict of interest issue.
Secretary
Vice Chair
21
A specific meeting must be set aside for Parent Committee Training. This is a requirement for program compliance.
A review of Federal Regulations
Review of the By-Laws
Any changes made
Ratification by the new IEC
Review of the previous Needs Assessment
Review of form
Review of results
Program Application
Goals and Objectives
Budget Distribution
How to run an effective meeting
Officer duties
Meeting Agenda
Meeting Minutes
Making Motions
Elections
Review of Program Compliance List
New program procedures and grievance policies
Program compliance check sheet
Signature page showing date of training and those attending
1.
2.
a.
b.
3.
a.
b.
4.
a.
b.
5.
a.
b.
c.
d.
e.
6.
a.
b.
7.
Please use the eform located on our website.
http://www.mcn-nsn.gov/services/education-training/johnson-omalley/
JOM Parent Committee Training
22
Education Support/Sample Goals and Objectives
Annual Needs Assessment Summary
JOM Needs Assessment Survey Example
Needs Assessment Checklist
How Items Can Be Used With JOM Funds
Eligible Incentive Awards
Expenditure Claim Procedures
Section 4
23
Educational support funds are for purchasing necessary items for a student involved in an academic or school related
activity. The type of aid that is provided should enable the student to fully participate in the educational programs available
through the school.
Only items supported by the education plan and approved in the application or budget revision by the IEC, LEA and JOM
office may be purchased.
All educational support funds will be paid and accounted for by the JOM contractor.
All items purchased with educational support funds become the property of the eligible student for whom it was purchased.
Except for lease-purchase items such as band instruments.
Educational support items include but are not limited to: school supplies, laptop/Chromebook insurance, instrument rental,
lab fees, test fees, graduation caps and gowns, cords, cultural supplies/materials, sports activities, extra-curricular supplies,
science projects, eligible incentive awards and equipment to facilitate for professional trade skill/intensified college
preperation programs.
A well-constructed objective will say the same thing to everyone and show the same outcome. In other words, no surprises!
To ensure that everyone is together in this idea, a performance objective should include the following four parts:
***** WHO relates to the person to perform the activity?
***** WHAT is to be known or done?
***** WHEN relates to a specific point in time when something will have been learned or completed.
***** HOW will it be measured relates to assessment techniques.
EXAMPLE 1:
In school X, it is identified, during the school year the Indian high school students had an absenteeism rate of
25% as compared to 7% for the other high school students. The Indian Education Committee is concerned about
the absenteeism rate and indicates a desire to reduce the rate by at least 10%.
OBJECTIVE:
The current year absenteeism rate of 25% for the Indian high school students will be reduced by 10% by… (End
of school; semester; etc.), JOM staff will identify and offer incentives for students to attend class.
ANALYSIS: The committee’s intent to reduce the absenteeism rate is clear and the time frame for the objective is
met. Now a program can be developed to reduce the rate of absenteeism.
Educational Support
Sample Goals and Objectives/Parts of a Performance Objective
EXAMPLE 2:
To provide cultural enrichment activities to enhance student's culture and traditions.
OBJECTIVE:
50% (figure based on your attainability) of students will participate in cultural enrichment activities. Such as MCN
Challenge Bowl, family night make and take, after school arts and crafts, and cultural activities/demonstrations.
24
Each Indian Education Committee member is required by federal regulations to conduct the needs assessment process on
an annual basis. As an IEC member, the responsibility for developing, printing, distribution and compiling of the results lies
with the entire JOM Indian Education Committee.
Parents, students, school administrators, or teachers may complete a needs assessment survey but only the PARENTS
responses are to be used in prioritizing the top three (3) choices. Students, school administrators, and teachers are
secondary and will only be used as an informational resource.
Decide on a survey design. Surveys should include, either, yes or no questions, written comments, or selective
ranking, etc. Review annually for any necessary changes.
Determine what questions and items will be used. Remember that your Title VI program may already be addressing
one or more of your needs assessment items. No supplanting.
Obtain objective information to document the existence of the identified needed items. Such as; drop-out rates,
attendance records, student grade reports, etc.
Decide effective distribution method(s). Look at previous methods and initiate the most successful. Some methods
that are effectively used:
Email or mail
Telephone
Electronic surveys
Hand deliver to students (School supply distribution is a good time for parent involvement.)
Collect the returned survey results and prioritize according to needs ranked highest.
Determine which prioritized needs will be addressed in your JOM program. Remember that the application budget
should reflect the program results.
Set time lines for each step of the Needs Assessment process and submission deadlines for effective time
management.
IEC review of needs assessment survey to be used.
Set distribution date of needs assessment survey. (At least 2 months prior to JOM application deadline)
Deadline for submission of surveys distributed.
Date set for tallying responses and prioritizing needs.
Preparation date for JOM program application utilizing the prioritized needs in addressing the education goals
and objectives.
1.
2.
3.
4.
a.
b.
c.
d.
5.
6.
7.
a.
b.
c.
d.
e.
Annual Needs Assessment Summary
GUIDELINES FORMAT & DISTRIBUTION
Is the Needs Assessment reviewed on an annual basis?
Does the Needs Assessment reflect the needs of the community?
Did the Needs Assessment survey form allow for community concerns through written comments or need for any
public hearing?
Did the IEC use the prioritized Needs Assessment results to list their goals and objectives in the JOM application
education plan?
NEEDS ASSESSMENT PROCESS EVALUATION
1.
2.
3.
4.
25
JOHNSON-O'MALLEY NEEDS ASSESSMENT SURVEY
1.
2.
Select your choice of the three (3) most important needs listed above.
a. ______________________________________________________________________________
b.
______________________________________________________________________________
c.
______________________________________________________________________________
3.
Would you consider joining the Indian Education Committee? If not, please state reason.
_______________________________________________________________________________
_______________________________________________________________________________
4.
Circle the category that best describes you:
PARENT/GUARDIAN
Please check below any needs or services that should be provided through the Johnson-
O'Malley program.
A. Tutoring:
G. Student Incentives (honor roll, perfect attendance, graduation)
Elementary
Secondary Before school During school After school
B. School Supplies
C. Cultural Programs
D. Career Counseling/Higher Education Orientation
E. Academic Fees (ACT, SAT, PSAT, AP, Vocational Technology)
F. Extracurricular Activities ( Robotics, Youth Council, Student Association)
IN LOCO PARENTIS
(acting as temporary guardian)
H. Professional Development for staff, tutors, Indian Education Committee
I. Other suggestions:_______________________________________________
Only parents/guardians of eligible JOM students can complete the survey.
SIGN NAME and RETURN by (date): _____________________________________
revised: 1-10-20
Public comment.
_______________________________________________________________________________
_______________________________________________________________________________
5.
Public Schools
Sample
18
26
Why have a Needs Assessment?
Direction of Program (Objectives) and Parent Committee.
To write the goals and objectives under the education plan of each new JOM application.
How to develop a Needs Assessment survey?
Borrow forms from other JOM school programs.
‘Fine Tune’ with your own community/Native American population/school.
Keep up with changes of opinions within your community.
When should you send them out?
At least two (2) months prior to the JOM Application deadline to Muscogee (Creek) Nation.
Who should complete the survey?
The parents of eligible JOM students attending school in their respective district.
Students, school administrators and teachers may complete one, but they should be kept separate and compiled
separately from parents. By federal regulation, PARENTS HAVE THE GREATER VOICE.
What process can you use to get the survey out to the parents?
By mail or school newsletter.
School supplies distribution time, school activities or functions and IEC meetings.
Direct calling (Remember student confidentiality). 
Email & electronic surveys.
Home delivery through students.
How to use the information?
Compile the information (staff and/or IEC).
Rate and prioritize answers according to importance selected.
Report findings at the Parent Committee (IEC) meeting.
Compare with budget. Make sure there’s no overlap of services with another program. 
Write Goals and Objectives based on the prioritized top three items selected on the Needs Assessment survey.
Use incentives to have a greater return on your Needs Assessment.
Your program budget allows for student incentive purchases.
Needs Assessment Checklist
27
There are a number of different types of programs which school districts and Tribal Contractors can operate. These
programs should be developed according to the needs of the eligible Indian students as determined through a needs
assessment conducted by the parent committee and/or contractor. The amount of Johnson O’Malley funds available to the
contractor will also determine which programs can be reasonably and successfully implemented and operated.
Another factor to be taken into consideration when planning activities is to ensure that Johnson O’Malley funds are used in
support with existing programs (supplemental) and not replacing programs that are being provided by another funding
resource (supplanting).
How Items Can be Used with JOM Funds
A. Supplemental Programs – Programs that support and are in addition to existing programs in the public schools.
Johnson O’Malley funds cannot be used to replace existing programs but may be used to support or enhance the regular
school programs.
B. Supplanting Programs – Supplanting means establishing or building programs using Johnson O’Malley funds which
the school should already be providing from their regular budget. Johnson O’Malley funds cannot be used to replace funds
which should be provided for existing programs. Supplanting is not legal in Johnson O’Malley programs.
EXAMPLES OF SOME TYPES OF PROGRAMS CURRENTLY BEING CONDUCTED THROUGH JOM:
Tutorial/Aides – Under this program, tutors or aides are provided to assist the classroom instructors. Tutors provide one-
on-one assistance to students needing special attention. Aides provide general assistance to a group of students, but may
also provide one-on-one assistance if the situation calls for it.
Teacher Aide – Assist teachers with skills reinforcement.
Tutors – Provide tutoring on a scheduled basis.
Pre-K/Kindergarten Enrichment – Funds identified for this service may be utilized in a variety of ways, such as staff,
supplies and equipment.
Family Liaison – Personnel, normally someone from within the community, employed to assist the school, parents and
students with school related issues such as attendance, grades or other problems.
Alternative Program – Funds utilized for this component provides for staff, supplies and equipment in an alternative
setting and uses different methods and techniques than the students experience in a more traditional program.
Indian Education Committee Activities – Funds budgeted for this activity enables members of the Indian Education
Committee to participate in training, attend educational workshops and provides opportunities to share information with
other Johnson O’Malley programs.
28
Cultural Activities – Cultural activities in the form of art, music, literature, history enrichment projects, field trips and
speakers are an important part of Native American heritage. Local community resource people
are asked to provide enrichment activities to schools.
Substance Abuse Counseling – Unique counseling programs for those students
with poor scholastic and attendance records who may have undetected alcohol or drug abuse problems.
Career Development Counseling – Activities designed to inform students of career opportunities, job skills or higher
education programs available.
Educational Support – In order to ensure that program funds for this purpose are expended in a manner to meet the
greatest need, the IEC, with input from the contractor, should develop eligibility guidelines and specific areas where
assistance may be provided. The type of aid that is provided should enable the student to fully participate in the
educational programs available through the school.
Education Incentive Awards – Incentive awards for students who have excelled and meet one or more of a clearly
defined criteria. The awards should be based on citizenship, good/perfect attendance, academic achievement
(grades), active school participation, active leadership or potential artistic ability (fine arts, music, drama, dance, Native
American cultural/crafts), sports achievement and improved attitude/behavior.
Pro-Rata – Tribal contractors and state and local school officials should be cautioned about non-eligible students
participating in its program and activities funded solely through JOM funds. Whenever such participation is of significant
percentage and impact, provisions should be made to prorate the cost with other funding sources
No reimbursement will be made for items not included in an approved educational support budget.
An itemized voucher or invoice, purchase order or copies of actual receipts must be used as documentation of
purchase.
No cash payment will be made to any parent or student.
Schools are required to furnish certain items for students. Any item that the school furnishes to other students as part
of their school policy will not be an eligible item for JOM funds.
When Educational Support items are purchased in quantity, such as school supplies to be distributed to eligible
students, a signature sheet will be required showing the date, item received and the signature of the student or
parent. This sheet needs to be retained for monitoring purposes and will be reviewed by the monitoring agent.
A JOM contractor may choose to enter into an agreement with a local merchant to purchase school supplies, etc.
through a voucher or invoice from the merchant must clearly show the student’s name and item(s) purchased.
EDUCATIONAL SUPPORT GUIDELINES
29
JOM Programs may provide incentive awards for students who have excelled and meet one or more of the following
criteria. The awards should be based on citizenship, perfect/good attendance, academic achievement (grades), active
school participation, active leadership, potential artistic ability (fine arts, music, drama, dance, and Native American cultural
or Native American crafts), or sports achievement and/or improved behavior/attitude. Items for the incentive program
should be a one-time presentation to the student and are usually not required for school participation. Items may include,
but are not limited to:
Eligible Incentive Awards
T-shirts (imprinted with emblems)
Plaques, trophies, certificates
Sports bags/back packs
Jackets (for sports or club achievement) (only a portion of cost allowed)
Gift certificates
Local field trips (zoo, theatres)
Door prizes
Awards banquets
Books
Picnics, traditional meals
Activities day, fun days
Cultural awards/honor powwow
Cap & Gown
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Announcements
Class Rings
College class tuition (Concurrent Enrollment Fees)*
Field trips for extracurricular activities that only include a select number of students and not offered to all eligible JOM
students in grade level. (See exception below)
Home School Costs
Portrait Packages
Gift Cards
NO STUDENT CASH AWARDS ALLOWED
ITEMS NOT ELIGIBLE
1.
2.
3.
4.
5.
6.
7.
*Exception to item 4: Those activities could be allowed as an incentive, limited at per eligible student cost. ($60.00)
30
Training. (In-Service, Conference, Workshops)
Food costs will be reimbursed ONLY for election meetings, special events and after school programs.
Mileage to and from meetings/training sessions.
Youth educational projects
Summer youth education camps
Youth training sessions
Parent/student projects
Activity days
Craft sharing
Parent/JOM staff training sessions
Networking with federal, state, local, tribal resources
According to 25 CFR 273.113 (b), purchase equipment to facilitate training for professional trade skills and intensified
college and preperation programs
INDIAN EDUCATION COMMITTEE EXPENSES
1.
2.
3.
TRIBAL/COMMUNITY PROJECTS
The JOM contractor may choose to provide as part of the project, activities for parents, youth and JOM staff designed to
improve educational opportunities. Activities may be carried out directly by the contractor or coordinated through the local
JOM programs. Activities may include:  
1.
a.
b.
2.
a.
b.
3.
a.
ALLOWABLE EXPENSES
College and Career Readiness
1.
31
All expenditure claims submitted to the Muscogee (Creek) Nation JOM Office must have attached itemized receipts.
All expenditures except for the 100 and 200 codes must be accounted for. Salaries must follow time and effort policies.
(Please do not use staples when submitting claims.)
Annual expenditure claims are not an acceptable practice for the Muscogee (Creek) Nation JOM Program. Policy
States ‘Programs that receive $5,000.00 or less will submit their claims annually.'
An expenditure summary and detailed report along with required documents (such as receipts or a student list)
submitted to Muscogee (Creek) Nation JOM Office from the school district finance department.
Muscogee (Creek) Nation JOM Program reviews receipts and approves expenditure claims.
The expenditure claim processing form is submitted to Muscogee (Creek) Nation Finance Department for payment.
A copy of the expenditure claim processing form will be e-mailed to the designated school personnel.
An e-mail or phone call will be made in regard to a ‘disallowed’ claim due to lack of documentation or an unapproved
item within the application proposal.
Claims will not be processed if your program is out of compliance and/or was received after the due date.
PROCEDURES FOR EXPENDITURE CLAIMS:
ACCORDING TO COMPLIANCE REQUIREMENTS ESTABLISHED BY THE MUSCOGEE (CREEK) NATION JOM
PROGRAM– EXPENDITURE CLAIMS MUST BE SUBMITTED ON A QUARTERLY BASIS.
1.
2.
3.
4.
5.
6.
7.
A listing of all students attending JOM sponsored field trips must be attached to claim.
A copy of the receipt for all supplies purchased with JOM dollars must be attached.
A copy of the mileage form, hotel receipt and/or per diem must be attached.
A listing of those students, parents, and staff whose cost is being reimbursed must be attached.
Those non-expendable items purchased with JOM funds are not considered equipment inventory.
An inventory listing showing ID number and location of item must be submitted at the end of the
fiscal year. Property purchased under the JOM program is and remains the property of MCN.
A listing of those IEC/ Staff who attend training, cost must be attached to the claim.
Attach a copy of receipts to claim with sudent name(s).
Expenditure claims will not be paid until all required documentation are submitted to MCN-JOM.
Claims are accepted by mail or email. Email is preferred.
Expenditure Claims
Field Trips
Supplies
Travel
Food
Property
Training
Academic Fees
32
MCN-JOM Webpage Link for Forms and Tests
IEC and Program Compliance Forms
Pre- and Post-Tests
Trainers Test
County Clerk Filing
Tutor and School Supply distribution Log and Inventory
Sheets
Section 5
33
Step 1: Go to the Muscogee (Creek) Nation website at mcn-nsn.gov
Step 2: Click on the 'Education Tab'
Step 3: Click 'Johnson-O'Malley' on the sidebar
Step 4: Locate 'Useful Links' then click 'JOM Forms & Docs'
Step 5: Once you have located the JOM Forms and Docs page you will be given a list of
compliance forms, Incentive forms, JOM Program Event forms, and more.
If you have any question regarding the forms found on our webpage please contact our office.
MCN-JOM Webpage Link for Forms and Tests
34
https://www.mcn-nsn.gov/services/education-training/johnson-omalley/jom-forms-docs/
Steps to find our forms through our Nation's webpage
FY __
Johnson-O'Malley
Application for Contract
Part I
Summary of Contents Contract Summary
Instructions: The purpose of Johnson-O'Malley funds are to provide programs to meet the special education needs of eligible JOM children and
to make available, program funding for allowable administrative and Indian Education Committee costs.
The application consists of four parts as summarized below:
1
2
3
PART I CONTRACT SUMMARY
Page(s)
The Summary of Contents provides a preview of the application and the forms to be completed.
This page covers contractor identification, basic information, and signatures of the contractor's authorized
representative, the Indian Education Committee (IEC) chairperson and Muscogee (Creek) Nation JOM Manager.
Privacy Act & Paper Reduction Act Statement and service/school locations, & enrollment information
The Budget Summary/Justification page showing the consolidation of all projected program costs. The Contract
4
Admi
nistration, IEC and Program budgets provide the detailed breakdowns and justifications.
The total amounts are entered in the appropriate category of the Budget Summary.
PART II CONTRACT ADMINISTRATION
"Assura
nces" outline the contractor's responsibilities in the administration of the contract. 5
PART III PROGRAMS
Needs
Assessment Priority List: This describes how the special educational needs of Indian students were assessed. 6
Priority needs identified and how these needs will be met.
Educat
ion Plan: Based on the needs assessment, the education plan is designed to meet the special 7
educational needs of JOM students. It should describe in detail each program component, e.g. home-school
counselor, pre-k programs, and cultural enrichment. Use additional sheets as needed.
PART IV INDIAN EDUCAT
ION COMMITTEES (IEC)
The con
tractor must have an IEC that fully participates in program development and implementation. 8
The duties are outlined in 25 CFR 273 (Subpart C-Indian Education Committee) and allowable reasonable costs
are contained in 273.113. This section should be used to explain the IEC's activities and projected budget needs in
carrying out its responsibilities.
Sample
Page 1 of 9
PART IV INDIAN EDUCATION COMMITTEES (IEC)
The contractor must have an IEC that fully participates in program development and implementation.
The duties are outlined in 25 CFR 273 (Subpart C-Indian Education Committee) and allowable reasonable costs
are contained in 273.113. This section should be used to explain the IEC's activities and projected budget needs in
carrying out its responsibilities.
PART IV INDIAN EDUCATION COMMITTEES (IEC)
The contractor must have an IEC that fully participates in program development and implementation.
The duties are outlined in 25 CFR 273 (Subpart C-Indian Education Committee) and allowable reasonable costs
are contained in 273.113. This section should be used to explain the IEC's activities and projected budget needs in
carrying out its responsibilities.
PART V APPLICATION FOR CONTRACT
9
35
FY __
MUSCOGEE CREEK NATION JOM PROGRAM
Education Contracts under Johnson-O`Malley Act
Application and Regulatory Reporting Requirement 25 CFR 273
1. Name of Public School District Contact Person:
________________________________________________
Title:
__________________________________ ________________________________________________
Address: Address:
__________________________________ ________________________________________________
City State Zip
Telephone _______________________________________
E-mail __________________________________________
1. Eligible Student count Date submitted: __________________________________
Muscogee (Creek) Nation JOM Office
2. Proposed Budget $ Proposed Contract Period: __________________________
(Months)
__________________________________________________________
Starting Date Ending Date
Sub-Contractor Certification: Name & Title of Authorized Representative
The data in this application is true and correct, ________________________________________________
the document has been duly authorized by the
appropriate officials of the applicant and the ________________________________________________
applicant will comply with attached assurances.
Signature: _______________________________________
Date: ___________________________________________
Indian Education Committees: Certification of Indian Education Committee Chairperson
The Indian Education Committee has
participated fully in the planning and Signature: _______________________________________
development of this contract application.
Date: ___________________________________________
FOR INTERNAL USE ONLY
To be completed by Muscogee Creek Nation Date Received: _______________________________________
JOM Manager.
Certification: Date Forwarded: ______________________________________
I certify that, this application has been reviewed
in accordance with standards set forth in the Amount Approved: ___________________________________
CFR, Johnson-O`Malley regulations, and
is hereby recommended for approval. Title: JOM Manager
Signature: _______________________________________
Sample
Page 2 of 9
36
Johnson-O'Malley
Application for Contract
PART I
SERVICE LOCATION, PRIVACY ACT AND PAPER REDUCTION ACT STATEMENT
a.
The authority to request this information is in Public Law 93-638, The Indian Self-Determination and Education Assistance Act of 1975.
b. This information is required in order to obtain supplemental educational assistance programs for eligible Indian children.
c. The information is collected and used to determine the amount of funding to be allotted to contractors serving eligible JOM Indian
students; to approve funding for supplemental programs to meet the special needs of Indian students that are in compliance with
appropriate statutes and regulations.
d. The routine use of this information is to ensure proper administration in the implementation of programs, for documentation, and
accountability purposes. The effect of not providing the information would mean that Indian children would not receive supplemental
education programs to meet their special needs.
II. Student Enrollment-Total Combined School Enrollment Indian and Non-Indian (273.119 (6k-l)
Ag
es Elementary Jr. High High
Name of School 3 yrs. 4 yrs. School School School Totals
Totals
II. Eligible Indian Enrollment
Age
s Elementary Jr. High High
Community/ School 3 yrs. 4 yrs. School School School Totals
Totals
Sample
Page 3 of 9
37
Johnson-O’Malley
Application for Contract
Part I
Contract Budget Summary
Instructions: In the spaces provided below, summarize the total contract budget by category.
The justification should reflect the items/services that will be purchased in that category.
______________
____________________ ___________________________________
JOM Committee Chairperson Date School Administrator Date
OCAS
Code
Category JUSTIFICATION FOR BUDGET AMOUNTS
Proposed
Budget
100 Personnel/Salaries
(payroll staff)
200
Fringe Benefits
300 Consultants/Contractual Services
(non-payroll staff, cultural instructors,
presenters, tutors)
400
Pur
chased Property
(repair and maintenance services)
500
Other Purchased Services
(student transportation, staff travel,
contracted food services, postage,
telephone, printing, advertising,
mileage)
600
Supplies & Materials
(office, paper products, copier supplies,
student supplies, software, books,
periodicals, magazines, workbooks,
tablets, computers, electronics)
700 Property – (Over 5K)
(equipment, audio visual, computer
systems, furniture)
800
Oth
er Program cost/ IEC Cost
(dues, fees, conference registration fees,
Conference/training fees, stipend,
awards banquet, food cost, incentives,
IEC travel etc…)
900
TOTAL
Sample
Page 4 of 9
38
Johnson-O`Malley
Application for Contract
Part II
Required Assurances Contract Administration_________________________
The contractor assures that they will comply with the statutes, regulations, and policies of the program under the Johnson-O`Malley Act
and contract provisions. (Regulations: 25 CFR 273).
(1) All reasonable steps were taken to obtain maximum Indian participation in the development, approval, and implementation of all contracted
programs herein proposed (273.103).
(2) All students counted for services are eligible. A current list of eligible Johnson-O’Malley Indian students showing degree of Indian Blood, Grade,
and Tribal affiliation will be sent to the appropriate Johnson-O’Malley staff during student count week.
(3) The Indian Education Committee for this application has participated fully in the planning and development of this application and have vested
authority in all powers and duties as outlined by regulation (273.117).
(4) The application, as approved by the Indian Education Committee, will not be changed or revised without the written approval of the IEC (273.171).
(5) The education facilities where the programs are to be conducted shall be open to visits and consultations (273.172).
(6) That the contract funds shall supplement, and not supplant, other funds. That use of JOM funds will not result in a decrease of other funds
(273.143(a).
(7) That other funds shall be used provide comparable services to non-Indian and Indian students, prior to the use of Johnson-O`Malley funds for the
provision of supplementary program services to Indian children (273.143(b).
(8) Give preference in and opportunities for employment and training to Indians in connection with the administration of such contract(s) (273.174).
(9) That the required public liability insurance coverage will be in effect covering programs contracted and said insurance will be applied for with this
application (273.177)
(10) The required record keeping system covering all required topics will be maintained for programs applied for with this application (273.178).
(11) During the term of the contract the Bureau of Indian Education Director, or any duly authorized representative, must have access to contract records
and documents, for audit and examination purposes, to any of the contractors books, documents, papers, and records that, in the Bureau of Indian
Education Director’s or representative’s opinion, may be related or pertinent to the contract or any subcontract. (273.179).
(12) Access to non-confidential records will be made available to the Indian Education Committee and to members of the public upon request: all
contracts, non-confidential records concerning students served by the program, reports, budgets, budget estimates, plans, and other documents
pertaining to administration of the contract program in the preceding and current years. The contract or local school official must provide, free of
charge, single copies of such documents upon request. (273.179).
(13) A detailed annual report will be submitted to the Muscogee (Creek) Nation JOM office within 90 days following the ending date of each contract
year (273.150-158).
(14) All student records and confidential records/reports will be maintained for three (3) years following the ending date of each contract year. (273.179)
(15) A current set of Indian Education Committee By-Laws which meet the criteria set forth in (273.117, 273.118) has been given and reviewed with
Indian Education Committee members.
(16) Records of property purchased with contract funds will be maintained. (273.178)
Records of this Muscogee (Creek) Nation property will include description, manufacturer’s serial number acquisition date and cost.
(17) An annually conducted inventory of government property assigned to the contract is on file for review.
(18) Procedures established for hearing and responding to grievances from Indian students, parents, community members and tribal representatives are
attached (273.118(e).
(19) Contract funds will not be used for capital outlay or debt retirement (273.144).
(20) Attach copies of any subcontracts to be used in carrying out this contract.
(21) Each Indian Education Committee member will receive a copy of the completed application (273.117(5c).
(22) If the public school authority is self-insured and can present evidence of that fact to the Bureau of Indian Education Director, insurance for lost or
damaged property will not be required. However, the public school authority will be responsible for replacement of such lost or damaged property
at no cost to the Government or for paying the Government enough to replace the property. (273.176(b2).
(23) Educational needs will be assessed and prioritized by the Indian Education Committee (273.118(b).
(24) School will make available standardized test scores for needs assessments. (273.118(b), 273.180).
(25) Johnson-O’Malley staff employed with the school district will attend all training services sponsored by the Muscogee (Creek) Nation.
(26) The school district and the Indian Education Committee will participate in monitoring processes.
(27) In compliance as a minimum requirement of the Oklahoma Open Meeting Act, all scheduled meetings for the school year shall be filed with the
County Clerk. All regular and special-called Johnson-O’Malley meeting shall be conducted on school or tribally owned property. Basic
parliamentary procedures utilizing Parliamentary Procedures will be observed.
(28) All parents of eligible Indian students may serve and participate in all IEC activities and functions of the respective school district in which their
chi
ldren are enrolled, regardless of residence.
(29) In no instance may there be discrimination against Indians or schools enrolling Indians (273.147).
(30) Muscogee (Creek) Nation Johnson-O’Malley contractors will comply with standardized voting policies & procedures pertaining to the Indian
Education Committees annual elections as prescribed in the Muscogee (Creek) Nation Johnson-O’Malley Handbook and Indian Education
Committee approved governing By-Laws.
(31) A Johnson-O’Malley Handbook will be distributed to all Johnson-O’Malley schools and Indian Education Committees annually in advance of each
School Program Year. The Muscogee (Creek) Nation Johnson-OMalley Handbook will implement and set forth specific requirements for the
administration of the Johnson-O`Malley Program. Please refer to the handbook for specific information.
IEC M
ember initial: ________ School Administration initial________
Sample
Page 5 of 9
39
Johnson-O’Malley
Application for Contract
PART III
Needs Assessment Priority List
I. Desc
ribe the method delivery for the needs assessment and ranking process. Include the method of
assessment of other education program services available and the involvement of the Indian Education
Committee, parents, students and the Indian/Native community.
II. Lis
t the education needs of Indian students in priority order as determined by the required needs
assessment.
A.
Priority needs of Indian
students demonstrating those
needs.
B.
Total # of
students
demonstrating
need:
C.
Are services
other than
JOM provided
to address
these needs?
D.
Supplementary
Funding source and
amount.
E.
# of students
served
by
Column D.
F.
Are these
services
sufficient?
G.
Are you using
JOM funds to
address these
needs?
H.
# of JOM
students
served?
1. yes no yes no yes no
2. yes no yes no yes no
3 yes no yes no yes no
4 yes no yes no yes no
5 yes no yes no yes no
6 yes no yes no yes no
7 yes no yes no yes no
Sample
Page 6 of 9
40
Johnson-O’Malley
Application for Contract
PART III
Education Plan
Instructions: Describe each program components, e.g. home school counselor, pre-school program, cultural
enrichment below and on a separate sheet if needed. Enter cumulative totals on appropriate line in the Contract
Budget Summary on page 4.
Name of school / pre-school/ project site:__________________________________________________
No.(#) of JOM eligible students counted: Pre-K____ K-6____ 7-12_____
Length of Program: _____________ to ______________ (date)
1. Program and Staffing Needs 2. Educational Goals
3. Measurable Objectives 4. Activities
Sample
Page 7 of 9
41
Johnson-O’Malley
Application for Contract
PART IV
Indian Education Committee Listing IEC Activities and Budget
NAME / OFFICE ADDRESS TELEPHONE
Instructions: The contractor must have an IEC that fully participates in program development and implementation.
The duties are as outlined in 273.117 & 273.178. In carrying out its responsibilities, the IEC may have activities
such as regular meetings, workshops, travel cost, etc. Items numbered 3-5 will describe the activities and cost. The
cost will also be entered in the Contract Budget Summary, page 4 under the OCAS 800 code
1. Describe the IEC’s activities regarding the planning and development of this application.
2. Describe the IEC’s activities regarding implementation and operation of the programs proposed in
this application.
3. Describe the IEC’s activities regarding monitoring, evaluation, and staff effectiveness for the
program components in this application.
4. Does the contractor and IEC need training to increase the IEC effectiveness in carrying out their
program responsibilities? If so, describe the type of training needed and cost that may be incurred.
5. List travel, meetings, and other expenses with itemized cost. (Stipend, travel, conference fees etc..)
Sample
Page 8 of 9
42
Johnson-O’Malley
Application for Contract
PART V
Application Check List
Please note, the following documents must be attached to the Application or it will be considered incomplete and will
not be processed.
Items Required Complete Not Complete
1. FY __ Needs Assessment
a. Approving Minutes of Discussion and Prioritizing
b. Needs Assessment Survey Form and Results
2. Minutes Approving FY __ Application
3. Check Signatures on all Documents
______________________________________________________________________ ________________________________________________________________________
JOM Chairperson JOM Coordinator
Sample
Page 9 of 9
43
PAGE 1:
THE ANNUAL REPORT
FORM FY 20 ANNUAL
REPORT
1. Complete all requested information:
a. List Contractor Name, School, Tribe or IEC
b. List Contact Person (program coordinator/director)
c. List Address, City, State, Zip Code and Telephone Number
d. List Contract Period
2.
List all schools/project sites served
3. Signatory Authority: The individual who is authorized to sign the contract documents
must sign on the line entitled, “Contractor’s Representative.” The report will be
returned if it is not signed.
PAGE 2 - SECTION II:
1. Complete all sections for each page utilized.
2. Refer to your contract to see how many approved education plans were included in your
application (include any approved modifications if the education plans w ere revised). If
your approved application contained three (3) education plans, you will need to copy
page 2 three times and complete an education plan for each component.
3. All information needed (except objectives achieved) for Section II A. (1) Will come from
the education plans in your approved application, including the measurable objectives. It
is your responsibility to meet the objectives, as outlined in your education plan(s), and to
be able to document whether or not the stated objectives were met.
PAGE 3:
Indian Education Committee Report: All sections are to be completed by the Indian Education
Committee (parent committee). It i
s a vital component of the Annual Report. The page must be
signed and dated by the IEC Chairperson. The report will be returned if it is not completed and
signed by the IEC chairperson. PLEASE ATTACH IE C MINUT ES SHOWING APPROVAL OF THIS ANNUAL REPORT.
44
Sample
JOHNSON O’MALLEY
ANNUAL
REPORT
FISCAL YEAR 20__
CITY STATE ZIP
SCHOOL DISTRICT
PROGRAM CONTACT PERSON
E-MAIL
ADDRESS:
TELEPHONE:
CONTRACT PERIOD: 10/1/20__- 9/30/20__
FAX
SCHOOL / PROJECT SITES CONTAINED IN THIS CONTRACT
NAME ADDRESS
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
SIGNATURES:
SIGNATORY AUTHORITY
School Representative date
MCN Field Specialist date
MCN JOM Program Manager date
Page 1 of 3
45
Sample
Duplicate as needed
JOHNSON O’MALLEY - ANNUAL REPORT
Section II
SECTION II TO BE COMPLETED FOR EACH EDUCATION GOAL AND RESPONDING MEASURABLE OBJECTIVE LISTING IN YOUR
CONTRACT UNDER PART III # 2 & 3 OF THE FINAL UPDATED APPLICATION and PART III # 6 & 7 OF THE FINAL BUDGET REVISION
Name of school/pre-school/project site
Person in charge
No. Of eligible students actually served Pre-K K-6 7-12
No. Of students actually served Pre-K K-6 7-12
A. (1) QUANTITATIVE EVALUATION OF EFFECTIVENESS OF PROGRAMS IN
MEETING STATED OBJECTIVES.
Describe the activities that were carried out during the year to meet the objectives as outline in your approved Education
Plan.
Program Grade Level
This section must include your measurable objective quantitative results showing %’s or
number based statistics
Measurable objectives for the period covered by the contract Objectives Achieved (explain)
Evaluation (2) If objective(s) were not achieved or fully achieved, describe problems encountered
and recommended corrective actions. (Describe any unusual achievements or successes.)
B. Comments:
Page 2 of 3
(R
egarding administrative, fiscal, and/or programmatic aspects)
Sample
46
JOHNSON O’MALLEY - ANNUAL REPORT
Section III
INDIAN EDUCATION COMMITTEE REPORT
School/Project Site: Administrator
Number of Indian Education Committee members:
Briefly explain how the IEC was involved in the planning, implementation and evaluation of the
Johnson-O’Malley programs.
Does the IEC, after receiving the annual report, recommend the continued operation of the entire
Johnson O’Malley program described?
Yes, (comments)
Yes, with changes/alternations (explain)
No, (explain)
What was the average number of IEC members who attended the Johnson O’Malley meetings?
How many meetings were held:
Dates of meetings
SIGNATURE: IEC Chairperson DATE
Please
attach IEC minutes showing approval of this annual report
Page 3 of 3
47
Sample
FY __ REVISION
Part 1
United States Department of the Interior Bureau of Indian Affairs
Muscogee Creek Nation Education Contracts under Johnson-O`Malley Act
Application and Regulatory Reporting Requirement 25 CFR 273
1. Name of P
ublic School District Contact Person:
________________
________________________________
Title:
_____________
___________________________________
Address: Address:
_______________________________________________
_
City: State: Zip:
Teleph
one No:
__________________________________
1. FY __ Eligible Student count ________ Date submitted to___________________________
Muscogee (Creek) Nation JOM Office
2. Revised Budget Amount $ Proposed Contract Period: ________________________
(Months)
Starting Date Ending Date
Sub-Contractor/ School District Certification Name & Title of Authorized School District Representative
The data in this application is true and correct,
____________________________________________
the document has been duly authorized by the Name
appropriate officials of the applicant and the ____________________________________________
applicant will comply with attached assurances Title
if assist
ance is approved. Signature: ___________________________________
Date: _______________________________________
Indian Education Committees:
The Indian E
ducation Committee has
participated fully in the planning and
development of this contract application.
Certification Indian Education Committee Chairperson
Signature:_______________________________________
Date: __________________________________________
FOR INTERNAL USE ONLY
To be completed by Muscogee Creek Nation Manager Date Received: ______________________________
Certification: Forwarded: __________________________________
I certify the application has been reviewed
in accordance with standards set forth in Amount Approved: _______________________________
CFR, Johnson-O`Malley regulations, and
is hereby recommended for approval. Signature: ______________________________________
48
Sample
Contract Revised Budget Summary
Muscogee Creek Nation JOM
Part II
OCAS
code
Category JUSTIFICATION
for budget increase or decrease
Original
budget
Revised
budget
100
Personnel / Salaries
(Payroll staff)
200
Fringe Benefits
300
Consultants/Contractual
Services
(Non-payroll staff, contract staff,
cultural instructors, presenters,
tutors)
400
Purchased Property Services
(Repai
r and maintenance services)
500
Other Purchased Services
(Student transportation, staff
travel, contracted food services,
postage, telephone, printing,
advertising, mileage)
600
Supplies & Materials
(Office, paper products, copier
supplies, student supplies, food &
milk, books, periodicals,
magazines, workbooks)
700
Property
(Equipment, audio visual,
computers, furniture)
800
Other Program Cost
(Due, fees, conference registration
fees)
800
IEC Cost
(Stipend, training/conference fees,
awards banquet, food cost,
incentives, IEC travel)
900
TOTALS
_________________________________________ ___________________________________________
JOM Committee Chairperson date School Administrator date
49
Sample
Part III
Education Plan_______________________________________________________________
Instructions: Complete this section ONLY if the program goals and objectives will change due
to the budget revision. If no changes in program design are affected by the budget revision
please disregard this section.
1. Name of school / pre-school/ project site:__________________________________________________
2. No. of JOM eligible students to be served: Pre-K____ K-6____ 7-12_____
3. Length of Program: _____________ to ______________ (date)
4. Program and Staffing Needs 5. Educational Goals
6. Measurable Objectives 7. Activities
50
Sample
FY_____ Budget
Revision
Muscogee Creek Nat
ion Education Contracts
Under the Johnson O’Malley Program
Page
1
Part I Revision Signature Approval
2
Part II Contract Revised Budget Summary
3
Part III Education Plan- If Applicable
Please
Attach
IEC Minutes showing Approval of the FY ___
Budget Revision
We thank you for your promptness upon completing your FY____ Budget
Revision. If you have any questions, please contact our office.
(918)732
-7839
(918)732-7843
(918)732-7842
(918)732-7840
Regina Keith
Terry Fish
Billy Proctor
Brittany Kesler
Kristina Strayhorn
Program Mana
ger
Administrative Assistant
Field
Specialist
Field
Specialist
Data Clerk
(918)732-7841
51
Sample
IEC ELECTION CERTIFICATE
MUSCOGEE CREEK NATION FY__
JOM INDIAN EDUCATION COMMITTEE
School Name ______________________________
Please complete according to the number of IEC members stated in your by-laws. Each IEC Member
must have a current
HOME address listed or this certificate in not valid.
Title Name
Home Address
street , city, zip
e-mail address
Phone #
Term
expires
Chairperson
Vice-Chair
Secretary
Member
Member
Member
Member
Member
Member
Member
We hereby certify that the Johnson-O’Malley Indian Education Committee election was held on the _____ day
of ____________ at a duly called meeting held at (location)______________________________ at
(time)______________ and that the election was held in compliance with the JOM regulations (CFR 273.15).
_________________________________________ ________________________________________
IEC Chairperson Date School Administrator Date
Sample
52
MUSCOGEE CREEK NATION FY20__
JOM PARENT COMMITTEE TRAINING
School Name_________________________________________
Please complete according to the number of IEC members
stated in your by-laws. You may email
the completed form to bkesler@mcn-nsn.gov or bproctor@mcn-nsn.gov or
Fax (918) 732-7844.
Title
Signature
Review of
Federal
Guidelines
Review of
By-Laws
Review
Previous
Needs
Assessment
Program
Application
Budget
How to Run
an Effective
Meeting
Review
Program
Compliance
List
Chairperson
Vice Chair
Secretary
Member
Member
Member
Member
Member
Member
We hereby certify that the above committee members attended a Parent Committee Training on
_________________, 20___ addressing the topics listed above.
_________________________________
________________________________
IEC Chairperson
JOM Di
rector/Coordinator
Sample
53
QUESTION
ANSWER
GRADE
1.
What is the number for the federal code of regulations
that govern the JOM programs?
2.
According to the new MCN JOM Program
Procedures, failure to submit a completed Application
by the deadline will result in what action?
3.
The JOM funds come from what department within
the federal government?
4.
Eligible JOM students range from how old to what
grade?
5.
What sections of the federal code of regulations
pertain to the IEC?
6.
What section of the federal code of regulations states
the following: “Consistent with the purpose of the
IEC, each such committee shall be vested with the
authority to:”
7.
What is the major difference between the JOM IEC
and TITLE VI Committees?
8.
When is Student Count Week?
9.
What makes a student eligible for JOM services?
10.
What is the budget allocation based upon that is given
to each MCN/JOM Program?
11.
When are enrollment forms due in the MCN JOM
office?
12.
After receiving your Budget Revision letter from
MCN JOM when is the Budget Revision and Minutes
of approval due in the MCN JOM office?
13.
Where should the description of your IEC officers be
listed?
14.
Under what page heading does it read: “To do what is
best for the program and not necessarily what you
want for your own child.”
15.
Who is responsible for conducting the IEC elections?
16.
Who is eligible to vote at an IEC election?
List the three
17.
List the six required areas the Parent Committee
Training must cover.
18.
Who must sign the JOM Application to make it valid?
Trainers Test
Name: ______________________ School District: ________________
Email: ______________________ Date: _________________________
Sample
54
Sig
nature of MCN/JOM staff reviewing test ________________________________________________
19.
What can educational support funds be used to
purchase?
20.
What should you conduct first before starting your
IEC training?
21.
Whose assessment results are used to form the base of
your application when completing a needs
assessment?
22.
Completed Applications are due in the MCN JOM
office each year by what day?
23.
List the five deadlines you should set with your IEC in
planning for your annual needs assessment.
24.
What other page is necessary for completing a budget
revision, besides the budget summary, checklist and
education plan?
25.
Explain the difference between supplemental
programs and supplanting programs. (in your own
words)
26.
List the 6 items not eligible as incentive awards.
27.
What expenditure claims submitted to MCN/JOM
Program must have documentation attached?
28.
Who must sign the monitoring check sheet other than
the monitor?
29.
According to the federal regulations, how many IEC
members must you have?
30
It is recommended that you have what type of terms
for the elected IEC?
31.
Who can nominate someone to run for the IEC?
32.
It is recommended to use what instead of “Roberts
Rule of Order?”
33.
How many IEC members do you need to make a
quorum?
34.
“In Loco Parentis” is considered one “who has
daily….”
35.
Who calls the IEC meetings to order?
36.
Who on the IEC ensures membership is consistent
with federal regulations?
37.
How often can you do a Budget Revision?
38.
All regular IEC meetings should be filed with the
county clerk by which date each year?
39.
What will result when an expenditure claim is
received past the due date?
40.
What will result when an expenditure claim is
received past the due date?
Total Score:
Must have at least 34 correct for 85%
Passed or Failed:
Sample
55
MUSCOGEE (CREEK) NATION
JOHNSON O’MALLEY PROGRAM
FY 20____
Indian Education Parent Committee
Regular Meeting Date
___________________________ ___________________________
Name of School District Name of Program Coordinator
MONTH
DATE
TIME
LOCATION
September
October
November
December
January
February
March
April
May
June
July
August
September
Dates above should be filed with the County Clerk by December 15
th
.
Pleas
e specify when your IEC meetings are to be held. Monthly________ Quarterly________
════════════════════════════════════════════════════════════════════════════===
OKLAHOMA OPEN MEETING ACT
Type of Meeting
Definition
Public filing
Public Notice
Executive
Session
Change
*Regular
Regularly scheduled
meeting at which the
regular business of the
public body is
conducted.
December 15
th
24 hours
Yes
10 days/ASAP
(24 hours prior to a regular meeting the full agenda must be posted)
*Special
Any meeting of a
public body other than
a regularly scheduled
meeting or emergency
meeting
48 hours
24 hours
Yes
10 days/ASAP
(24 hours prior to a regular meeting the full agenda must be posted.)
*Emergency
A meeting called to
deal with an
emergency situation
when time
requirements for
public notice would be
impractical and
increase the likelihood
of injury, damage or
immediate financial
loss.
None
None
NO
N/A
*Continued/Reconvened
A meeting assembled
for the purpose of
finishing business.
Appearing on an
agenda of a previous
meeting.
None
Original meeting
Yes
10 days/ASAP
Sample
2727
555555
56
JOM
TUTORING LOG
TUTOR NAME MONTH
Student Name
Date
Time In
Time Out
Subject
Comments
Tutor Signature Date
Sample
57
JOM SCHOOL SUPPLY DISTRIBUTION
SCHOOL NAME
D
A
TE
STU
D
ENT N
AM
E
G
R
A
DE
P
A
RENT/
G
U
A
R
DI
A
N
NAME
ISSUED BY:
Sample
58
MUSCOGEE CREEK NATION
JOM SCHOOL PROGRAM
FY ___
Inventory Listing
School Name
Please complete and submit to the Muscogee (Creek) Nation JOM Office. A review of your FY__
claims will be compared to assure that all items purchased by your JOM program have been listed. If
an item was a shared cost with another program, please indicate. All inventory must be labeled JOM.
Please email the completed form to bkesler@mcn-nsn.gov or bproctor@mcn-nsn.gov.
purchase
order #
amount
of item
cost
shared
w/what
program
actual cost to
JOM program
School District tag
number
location of item
I hereby certify that the Johnson-O’Malley Program has purchased the above items and that they are
tagged with a school district ID number and that the items are being used within the school district to the
benefit of the JOM students. I also certify that the above items are not being for personal use and that
the above items are remaining on school district property at all times.
I also certify that if for some reason the JOM Program is dissolved within this school district that all
JOM inventory remains the property of the Muscogee (Creek) Nation JOM Program.
IEC Chairperson date School Administrator date
Sample
59
Program By-Laws Example
Definition of “in loco parentis”
Section 6
60
The following are by-laws that have been established and approved by the (Your program name) JOM Indian Education
Committee.
ARTICLE I -  Reference
In accordance with the Indian Self Determination, Johnson O’Malley Modernization Act of 2018, and the Federal Regulations (25
CFR Part 273), a Parent Committee selected in accordance with federal regulations, will adopt and abide by reasonable by-laws
for the conduct of the project for which assistance is sought.
ARTICLE II -  Name
The name of this committee shall be the (Your program name) JOM Indian Education Committee.
ARTICLE III -  Purpose
The establishment and the work of the parent committee are to comply with the rules and regulations as found in the Federal
Register, Vol. 85, No 37, Tuesday, Feb. 25, 2020. (Refer to 25 CFR sec. 273.117 what are the powers and duties of the Indian
Education Committee and sec. 273.118 are there additional authorities an Indian Education Committee can exercise?)
(The following are only examples. You should design your own purpose for your school. You may have only one
purpose and not three. Ask yourself, “What are we trying to accomplish with this program?”)
Section 1 To promote the welfare of Indian children and youth in home, school, community and tribe.
Section 2 To raise the standards of school achievement of Indian children.
Section 3 To bring into closer relationship the home and the school so that parents and teachers may cooperate intelligently in
the education of Indian children and youth.
ARTICLE IV -  Membership
Section 1 Establishment of the Indian Education Committee
A. According to Federal Regulations an Indian Education Committee is to be elected from the parents/ legal guardians
(including persons acting ‘in loco parentis’)
B. The Indian Education Committee shall be composed of 5 members. Comprised of the Chairperson, Vice chair, secretary
and two at-large members. (The IEC may be comprised of any number of members. There is no specific number listed inthe
regulations. You may also have a treasurer and sergeant at-arms if so desired)
C. All IEC members must have formal authorization by action (motion recorded in minutes) to represent or speak on behalf of
the IEC.
Section 2 Election of the 5 (or whatever number of members you decided on) Members of the IEC
A. New members are elected in an open meeting for a term of two years by a majority vote of parents/ legal guardians of
eligible. Indian students in attendance in a public school within the (Name) School District.
B. Two members are elected in odd calendar years and three members elected in even calendar years. (It is good business to
rotate members, this is so there is not a totally new IEC who do not know the program)
C. Membership in the Indian Education Committee cannot be transferred.
D. Members may run for a second, two year term if reelected by the community
E. The IEC elections are to elect the IEC members and not an election of officers. Officers are to be elected by the IEC
members themselves at their first reorganizational meeting.
Recommendations/Suggestions
(Name of Your School/Program)
INDIAN EDUCATION COMMITTEE BY-LAWS
61
Attend monthly meetings
 Assist other IEC members in planning and implementing program and special events.
Section 3 Annual Elections / community voting rights
A. The Annual Election meeting shall be held on the (last weekday) of (the month), or at date as near to that day as
determined by the IEC.
B. Nominations for new IEC members shall be taken from the floor by an eligible voter at the duly called Annual meeting.
C. Individual votes shall be cast by secret ballot and tallied visibly so that all in attendance will know the results.
D. The IEC Chairperson or designee shall act as the election judge for the Annual meeting. (The election judge should be a
non-voting, non-partisan person and of no relation to those running for the IEC)
E. The IEC will also have the option of having the election judge preside over the election of Officers at the first official meeting
of the new Indian Education Committee.
Section 4 Election Voting Procedures
A. Election procedures: The (Name) JOM Parent Committee is made up of 5 parents or legal guardians of eligible JOM
students.
B. Eligibility to run for the IEC: According the Federal Regulations - Sub part a, Section 273.15 “the Indian Education
Committee is to be elected for the parents (including persons acting “in loco parentis” - legal guardian) except school officials
of the eligible Indian student on the schools affected by the subcontract under this part.” (This is where you might want to
insert the provision of extended family members acting “in loco parentis”) To avoid conflict of interest or give the appearance
of a conflict of interest, school officials or their spouses, persons directly involved in oversight of the name of the tribe JOM
Program ( if this is in for a tribal contract) should not be eligible to serve as committee members.
C. Nominations at the Annual Meeting:
1. Nominations for new members shall be taken from the floor at the Annual meeting.
a. The Nominator must be an eligible JOM parent or guardian.
b. Votes shall be cast by secret ballot and tallied by the election judge.
c. Each person nominated will have an opportunity to give a 3 minute (you can set any time limit, but it would be
good to give them an opportunity to speak) speech explaining why they want to serve on the committee.
d. The top (2 or 3) vote recipient, depending on it being an odd or even year; will be seated as the new IEC
members. (Notice this is the seating of IEC members. The officers should be selected by the newly elected IEC
board members. This way the board selects their own leadership and you don’t scare off potential parents who don’t
want to be chairperson or vice chair)
e. What are the responsibilities of an IEC member?
a.
b.
Section 5 Voting Rights - for IEC meetings
A. Each member of the IEC shall have one vote in any matter submitted to the parent committee for a general vote.
B. Proxy voting and absentee balloting shall not be permitted
C. An IEC member may abstain only from a conflict of interest that is determined valid by the chairperson. If there is no
conflict, the IEC member must cast a vote.
D. The Chairperson may only vote in case of a tie among the other members.
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Section 6 Termination of Membership
A. Any IEC member may resign by giving a written resignation to the parent committee.
B. An IEC member shall be automatically removed from membership on the Indian Education Committee for the following
reasons:
1.The member does not attend any regular or special meetings of the committee for consecutive months. (You may set
your own time limit, i.e... 2 consecutive meetings, 3 out of 5 meetings,)
2. The child of the member is no longer enrolled in the (Name) school district.
3. For action or behavior that brings discredit to the (Name) IEC/JOM Program. (You may want to list the type of behavior,
but always make sure you add “but not limited to”....)
4. A recall petition towards an IEC member signed by JOM parents shall call for action of removal if just cause has been
sited and that the IEC member has been given warning of such action. The cause for the recall petition may be: (you can
list what causes you see fit)
Section 7 Vacancies
A. Names of the nominated candidates, who were not elected to the IEC at the Annual Meeting, will be listed as alternates and
will be utilized as alternates for any member of the IEC who resigns, is terminated or otherwise ineligible to serve on the IEC.
B. If the alternates are not able to serve, the IEC shall select by majority vote, an eligible JOM parent to fulfill the vacant IEC
term.
C. By affirmative vote of members of the committee, a vacancy can be filled.
D. The new member will only serve the remaining time of the vacancy.
E. If the new member replaces an IEC officer, that officer position does not transfer to the new member.
F. The newly elected IEC member will only serve only for the unexpired portion of the term of the vacancy left by the IEC
member.
G. An election among the IEC members shall be held to replace the officer whose position has become vacant. (This means
that there could be a reassignment of the officers during the year)
Section 8 Powers and Duties
A. Recommend curriculum, including texts, materials and teaching methods to be used in the contract programs
B. Approve budget preparation and execution
C. Recommend criteria for employment in the program
D. Nominate up to three qualified prospective staff members from which School District would select for interview and review
for hire.
E. Evaluate job positions and program results and make recommendations to the School District Administration.
F. Secure and have available a copy of the sub-contract application on file.
G. Recommend cancellation or suspension of approved program if the (Name) School District fails to permit committee to
exercise powers and duties.
H. The organizational papers and by-laws of the Indian Education Committee may include additional powers and duties which
would permit the Committee:
1. Participate in negotiations concerning all contracts under this part.
2.Make an annual assessment of the learning needs of Indian children in the community affected.
3.Have access to all reports, evaluations, surveys and other programs and budget related documents determined
necessary by the Committee to carry out is responsibilities, subject only to provisions of 273.179 (e).
4. Request periodic reports and evaluations regarding the Indian Education program. (Staff reports)
5. Hear grievances related to programs in the education plan.
6. Meet with the (Name) JOM staff serving the Indian children and with local education agencies.
7. Hold committee meetings on a regular basis which are open to the public.
8. Review and approve the Annual Program Report.
9. Have such additional powers as are consistent with these regulations
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ARTICLE V - Officers
The officers of the Indian Education Committee shall be a chairperson, vice-chair and secretary.
Other officers may be appointed as the committee elects. (Or other offices if so desired)
Section 1 Election, Terms of Office and Officers selection
The Indian Education Committee shall be elected by a majority vote at the annual committee election, the committee members
shall serve for two years.
A. Nomination from floor by an eligible JOM parent / guardian
B. Individual ballots
C. Ballots counted individually in a visible manner.
D. Newly elected IEC members shall take their positions as IEC members, at the first official meeting of the new Indian
Education Committee
E. The current IEC members shall maintain their positions as the IEC until the completion of the Annual Election Meeting. The
presiding Chairperson (or a remaining officer from the current IEC, if the Chairperson is not re-elected) shall call the first
official meeting of the ‘new’ IEC members.
F. Officers (Chair, Vice Chair and Secretary) shall be elected by the IEC at the first official meeting of the new Indian
Education Committee.This will be considered the reorganizational meeting.
G. Each officer of the IEC shall hold their office from annual meeting to annual meeting.
Section 2 Officer Vacancies
A vacancy of an officer of the Indian Education Committee during the year may be filled by a majority vote of the IEC members
present at a regular/special meeting. The newly elected officer shall serve only for the unexpired portion of the year term. The
officer position may also be left vacant until the following annual meeting if so desired. (This would be beneficial if close to the
annual meeting time)
Section 3 Removal
Any officer may be removed by a 2/3(two-thirds) vote of all members present whenever it is in the best interest of the committee
according to ARTICLE IV, Section 6, (B).
Section 4 Duties of the Officers and IEC Members At-Large
A. Chairperson
The chairperson shall perform all duties incidental to the office of the chairperson and such other duties as may be prescribed
by the Indian Education Committee fromtime to time. The chairperson shall act on behalf of the IEC, by recorded by motion,
of the IEC.
Specific duties are:
1. To preside over all general meetings
2. Prepare the meeting agendas in conjunction with the JOM Coordinator.
3. Sign on behalf of the IEC, all letters,reports and other committee documents as required with authority given by the IEC
to do so.
B. Vice-Chairperson
The vice-chairperson shall:
1. Assume the role of the chairperson in his/her absence.
2. Ensure that membership on the Indian Education Committee is consistent with the federal regulations
3. Arrange for speakers and special programs.
4. Shall perform such other duties as may be prescribed by the committee from time to time.
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C. Secretary
The Secretary shall:
1.Distribute to the IEC prior to the meetings the following:
A. The agenda prepared by the Chairperson.
B. Staff reports
C. The minutes of the previous committee meeting
D.Financial reports.
2. Keep the minutes of the regular, special and emergency meetings.
3. Shall provide minutes to the committee and to such other persons the committee may indicate.
4.He/She shall see that all notices are given in accordance with the provisions of these by-laws.
5.Be custodian of the committee’s records.
6.Keep a list of the address and telephone numbers of each committee member.
7.The secretary shall perform other such duties as prescribed by the Indian Education Committee from time to time.
D. Members At-Large
1. To be present at monthly meetings
2. To participate fully in the IEC meetings
3. Perform other such duties as prescribed by the IEC from time to time.
E. All IEC members must have formal authorization by action (motion recorded in minutes) to represent or speak on behalf of
the IEC.
ARTICLE VI - Meetings
The Indian Education Committee shall meet not less than (___) times a year including the Annual Meeting. A majority of the
members present at any meeting may adjourn the meeting. All meetings will be held using parliamentary procedures to conduct an
orderly meeting. IEC meetings must be held in accordance with the school districts (contractor) meeting policies. The IEC shall
vote on all issues brought before them in accordance with the approved agenda.
Section 1 Regular Meetings
A. The date and time of the regular IEC meeting shall be the third (3rd) Monday of each month.(This can vary from IEC to IEC)
B. Notice of the regular meetings shall be published in the local newspaper stating the date, hours and location of the
meeting.
C. IEC (monthly) packets shall be mailed to each member not less than 5 days prior to each meeting. The Monthly packets
shall include:
1.The Agenda
2.Financial Reports
3.Copy of the last IEC meeting minutes
4.Staff Reports open to the public.
5.All regular meetings shall be
Section 2 Special Meeting
Special meetings of the IEC may be called by the Chairperson or by a majority vote of the committee. All IEC members shall be
given a two day notice by telephone of the special meeting. The IEC members must be given the purpose of the Special meeting.
Agenda items must be limited to those areas of concern causing the call of the special meeting. No other items may be added or
discussed during the meeting.
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Section 3 Informal meetings of the IEC
Informal meetings (work sessions) are conducted when a quorum of the IEC is not established at a regular or special meetings.
No formal action (motions) will be taken at any informal meeting unless by action of the IEC noted from a previous meeting where
the IEC has approved the Officers to act on behalf of the IEC.
Section 4 Executive Session meeting (no minutes or recording are to be made in this session) the participants of an
executive session are not to discuss or disclose the issues made known the executive session. An executive session may be
called by any two members (this number can vary) of the IEC, before or during a regular IEC meeting. To qualify for an executive
session, the issue must be one of the following:
A. Personnel manners
B. Misconduct of an IEC member
C. Dealing with sensitive issues pertaining to program
D. Once out of session a formal motion of action must be brought up at the regular meeting. (Table, vote up or down on an
issue)
Section 5 Quorum: The presence of a simple majority of the committee shall be required to constitute a quorum necessary for
the transaction of the business of the Indian Education Committee. No decision of the committee shall be valid unless there is a
majority vote of the members constituting a quorum. (The number needed for a quorum may be any number, as long as it is stated
in the by-laws. The IEC members must remember that if an action is taken and they are not present to vote, they give up that
opportunity to do so by the number they establish as a quorum)
Section 6 Agenda
A. The agenda for each meeting shall be prepared by the chairperson. Individual members of the Indian Education
Committee are encouraged to submit agenda items for the chairperson or present their proposals formally under the agenda
item of “New Business”.
B. An item may be placed on the agenda by contacting the chairperson at least 5 days prior to the regular meeting date.
C. In accordance with the Oklahoma Open Meeting Act an agenda must be posted at the place of the regular meeting at least
24 hours in advance of the meeting.
ARTICLE VII - Parliamentary Authority
The (Name) JOM Indian Education Committee will conduct their meetings in accordance with Parliamentary Procedures.
ARTICLE VIII -  Amending the By-Laws
The By-Laws shall be amended only at a regular meeting by a majority vote of the members of the IEC in attendance. Provided
that the amendment is to carry out the purpose and objectives of the parent committee as sited in Article III, sections 1-3. Any
amendment must conform to the rules and regulations of the federal register, code of federal regulations 25 CFR, Part 273.115
ARTICLE IX -  Ratification
These by-laws shall be declared adopted by the Indian Education Committee when passed by majority of the full membership of
the committee at a regular meeting of the IEC.
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ARTICLE X -  Grievance Procedure (Option -can be made separate from the by-laws)
Grievance procedures for complaints from Indian students, parents, community members and tribal representatives relating to
program(s) sub-contracted under Johnson-O’Malley in the Muscogee (Creek) Nation shall be as follows:
1. The complainant shall submit his/her grievance in writing to the local Indian Education Committee (committee is defined in
application) for investigative review for action.
a. Upon receipt of a written complaint, the Indian Education Committee shall, within 10 working days, make an
investigation, document and submit its findings to the complainant. If the complaint cannot be resolved within the
specified time, then the Indian Education Committee may request additional time from the complainant.
b. If the complaint cannot be resolved by the Indian Education Committee to the satisfaction of the complainant, the
committee shall forward the complaint with all investigative documents, findings and/or recommendations to the
school’s Federal Programs Director or JOM Program Director/Coordinator.
2. The Federal Programs Director or JOM Program Director/Coordinator shall proceed as follows:
a. Schedule a meeting with the local Indian Education Committee chairperson and a school official (school official is
optional for community based programs) to be held within 10 working days after a complaint has been received.
1. A grievance committee consisting of a Muscogee (Creek) Nation Johnson-O’Malley staff member, parent
committee member and a school administrator will review the complaint, investigative document(s), findings and/or
recommendations.
2. Every effort will be made by this committee to resolve the complaint.
b. Within 10 working days of this meeting, the grievance committee will provide the complainant with a written notice of
the committee’s decision.
c. If the complainant is not satisfied, the grievance committee will forward the complaint to the manager of the
Muscogee (Creek) Nation Johnson-O’Malley program for review and action.
3. The findings of the Muscogee (Creek) Nation Johnson-O’Malley Manager shall be final.
4. Grievance procedures for complaints from the local Indian Education Committee relating to the Muscogee (Creek) Nation
Johnson-O’Malley Program shall be as follows:
a. The chairperson of the Indian Education Committee shall submit the complaint, in writing, to the Muscogee (Creek)
Nation Johnson-O’Malley Program Manager for investigation, review and action. In the event there is a determination
made by the Manager deeming the complaint is in need of direct action, the complaint shall be remitted to the
Muscogee (Creek) Nation Secretary of Education, Employment & Training.
b. Either the Program Manager or the Secretary of Education, Employment & Training shall, within 30 days from the
receipt of the complaint, report the findings to the complainant.
c. The findings of the Muscogee (Creek) Nation Johnson-O’Malley Program Manager shall be final.
5. Grievances against the Johnson-O’Malley Program Manager shall be as follows:
a. The complainant shall submit the complaint in writing to the Muscogee (Creek) Nation Secretary of Education,
Employment & Training for investigation, review and action.
b. The Muscogee (Creek) Nation Secretary of Education, Employment & Training shall, within 30 working days from
the date of the receipt of the complaint, report the findings to the complainant.
c. The findings of the Muscogee (Creek) Nation Secretary of Education, Employment & Training shall be final.
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6. Grievances against the Indian Education Committee shall be as follows:
a. The complainant shall submit the complaint in writing to the Muscogee (Creek) Nation Johnson-O’Malley Manager for
investigation, review and action.
b. The Muscogee (Creek) Nation Secretary of Education, Employment & Training shall, within 30 working days from the
date of the receipt of the complaint, report the findings to the complainant.
c. If the situation appears as if it could impair the school’s ability to meet the requirements of the program, Muscogee
(Creek) Nation JOM Office reserves the right to intervene. If intervention and efforts made by the Tribe do not lead to a
resolution, the Muscogee (Creek) Nation JOM Manager reserves the right to disband the current parent committee upon
approval from the Secretary of Education, Employment & Training. A new parent committee will be formed to replace
removed members at a Special Election meeting. The Muscogee (Creek) JOM Manager will approve all documentation
from the school program pertaining to compliance until a new parent committee is in place.
d. The findings of the Muscogee (Creek) Nation Secretary of Education, Employment & Training shall be final.
ARTICLE XI -  Ratification
These By-Laws shall be declared adopted by the Indian Education Committee when passed by majority of the full membership of
the committee, at a general meeting of the committee.
Theses By-Laws are approved by the (Name) Indian Education Committee at a regular meeting held on ________, 20__
IN WITNESS THEREOF,
The signatures may include all the IEC members, the Chairperson and School District Representative or a limited number of IEC members. The bylaws must be
signed and dated to be valid. Minutes of the IEC meeting where the minutes where approved must also be submitted along with the by-laws to show that the IEC
voted to approve.
Chairperson
Secretary
Vice-Chairperson
School District Representative
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This definition is provided so that tribes would have the option to allow grandparents, and other extended family
members who are raising their grandchildren, nieces and nephews the opportunity to serve on the JOM parent
committee. Within the Indian communities it is unlikely that extended family members have legal custody (court
documentation) of the children they provide 24 hour care for. This definition is provided to offer the JOM program the
ability to include those extended family members, who are the primary care givers, the responsibility to be involved in
the education of their grandchildren.
In loco parentis is a Latin phrase defined as: “in the place of a parent?” The English language definition is: “Acting
as a temporary guardian of a child.” (Black’s Law Dictionary).
Johnson-O’Malley Indian Education Committee members, who are exercising in loco parentis, should also have daily
responsibility for a student’s health, safety and welfare.
PARENT – The term parent includes a legal guardian or other person standing in loco parentis (such as a
grandparent or stepparent with who the child lives, or a person who is legally responsible for the child’s welfare).
The term "in loco parentis, according to is generally accepted common law meaning, refers to a person who has put
himself in the situation of a lawful parent by assuming the obligations incident to the parental relation without going
through the formalities necessary to legal adoption. It embodies the two ideas of assuming parental status and
discharging the parental duties....The key in determining whether the relationship is found is the intention of the
person allegedly in loco parentis to assume the status a parent toward the child. The intent to assume such parental
status can be inferred from the acts of the parties. Other factors which are considered in determining whether in loco
parentis status has been assumed are (1) the age of the child; (2) the degree to which the child is defendant on the
person claiming to be standing in loco parentis; (3) the amount of support, if any, provided; and (4) the extent to
which duties commonly associated with parenthood are exercised....
The definitions of the term "in loco parentis" are often context specific, and no court-or regulation- has defined the
term exhaustively. The presence of a biological parent in the home may foreclose another from holding the status of
"in loco parentis."
DEFINITION OF "IN LOCO PARENTIS"
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IEC Meeting Minutes Example
IEC Minutes Form
IEC Agenda Example
Election and Voting Procedures
Section 7
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1. Call to Order
I call this meeting to order at __:__ am/pm.
2. Invocation
At this time, I would like to ask ___ if he/she would open the JOM IEC meeting
with a word or prayer.
3. Roll Call-establishment of quorum
Would the Secretary please call roll to establish a quorum of the IEC?
The Secretary would then, call the roll with each IEC Board member answering “here.” Once the roll call is done, the
Secretary would then say…
___IEC member present ___absent
A quorum has been established or
A quorum in not established
If a quorum is established then the Chair would go on with the business
If a quorum is not established the Chair would announce that “no quorum is established and we will now turn this meeting
into a working session with no business to be conducted at this time.”
4. Approval of the agenda
The Chair would say – “At this time we move to agenda item number 4– approval of the agenda. I ask for a motion to
approve the agenda.”
IEC MEMBER – “I move that the agenda be approved.”
IEC MEMBER – “I second the motion.”
The Chair would then ask for any discussion – if no one has a discussion point then the Chairperson would call for a vote.
YOU CANNOT HAVE A DISCUSSION OF ANY MOTION BEFORE THERE IS A SECOND.
“Is there any discussion on the motion?” hearing none
All those in favor of the motion to approve the agenda; please say aye, those opposed please say nay.
OR
“Is there any discussion on the motion?” If an IEC member would like to change, add or delete an item to the agenda they
can do that prior to the vote of the motion.
IF there is a discussion the IEC member must ask to be acknowledged by the Chairperson. The Chair would say “the chair
recognizes____”
Then the IEC member would have an opportunity to ask their question of clarification on the motion. The discussion must
be limited to the motion.
IF you need to change the agenda or table an item you can simply ask the maker of the motion allow the motion with
changes.
The Chair would say “with the approval from the maker of the motion, the motion will read to approve the agenda with
changes.” Make sure the maker of the motion approves of the changes.
All those in favor of the motion to approve the agenda; please say aye, those opposed please say nay
Motion carried or failed.
IEC AGENDA
DATE
TIME
School Name
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signature
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5. Approval of the minutes
The chair would say – “At this time we move to agenda item number 5 – approval of the minutes.”
The Chairperson would ask for a motion to approve the minutes “I ask for approval of the minutes for ____, 2019”
IEC MEMBER- “I move that the minutes be approved.”
IEC MEMBER- “I second the motion.”
The Chair would then ask for any discussion – if no one has a discussion point then the Chairperson would call for a vote.
YOU CANNOT HAVE A DISCUSSION OF ANY MOTION BEFORE THERE IS A SECOND.
“Is there any discussion on the motion?” Hearing none
All those in favor of the motion to approve the agenda; please say aye, those opposed please say nay.
Motion passed or failed
OR
“Is there any discussion on the motion?” If an IEC member would like to change, add or delete an item to the agenda they
can do that prior to the vote of the motion.
IF there is a discussion the IEC member must ask to be acknowledged by the Chairperson. The Chair would say “the chair
recognizes____”
Then the IEC member would have an opportunity to ask their question of clarification on the motion. The discussion must
be limited to the motion.
IF you need to change the agenda or table an item you can simply ask the maker of the motion allow the motion with
changes.
The Chair would say “with the approval from the maker of the motion, the motion will read to approve the agenda with
changes.” Make sure the maker of the motion approves of the changes.
All those in favor of the motion to approve the agenda; please say aye, those opposed please say nay
Motion carried or failed.
6. Public Comment
The chair would say “At this time we move to agenda item number 6 – Public Comment. The IEC Board would like to open
the floor for any JOM parent to address the IEC with their concerns. I invite you to please stand, give your name and the
ages of your children.”
If there is no one wanting to address the IEC, you would just say – “Seeing no parent wanting to address the IEC Board,
we thank you for coming to listen to the meeting and if you have a question during the meeting; I will allow time for your
question to be addressed.”
7. Reports:
“At this time we move to agenda item number 7 -Item A Reports.
The first report will be from the Program Coordinator regarding the program goal and objectives. She should review the
measurable objectives and let the IEC know how close the program is coming in obtaining their goals. This is also where
she would speak about the different school activities, i.e., Back to school night, school supplies, college prep class, field
trips etc…
“We thank you (Project Coordinator) for that report and now we will address Item B the program financial
report/expenditure claims.”
This is where the Project Coordinator would give the financial report or budget revision report.
“We thank you (Project Coordinator) for that report.”
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signature
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signature
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8. IEC Business Items
At this time we move to agenda item number 8- IEC Business Items
As the Chairperson you would ask Tina “Are there any items of business that need to be addressed at this meeting?”
By-Laws___ Needs Assessment___ Revision___ Application___ Monitor___
Tina would be the one to let the IEC know which items need to be addressed and voted on. She should be able to go over
the item of business and explain what needs to be done for the program to go forward. On any item that needs a motion to
approve you will need to do the following:
“I ask for a motion to ____.” (E.g. approve the budget revision)
IEC MEMBER – “I move to ___.” (E.g. approve the budget revision)
IEC MEMBER – “I second the motion.”
“Is there any discussion on the motion?” Hearing none you continue.
IF there is a discussion, you need to allow that person to speak, and then you move forward.
All those in favor of the motion to approve the agenda; please say aye, those opposed please say nay.
Motion carried or failed.
9. Old Business
The Chair should ask “Is there any old business to be brought before the IEC Board?” If no old business, just move on. If
an item was tabled at the last meeting this is where those items may be revisited.
10. Announce date of next meeting
“At this time we move to agenda item number 10- announcing our next IEC meeting date. Our next meeting will be on ___
at ___. We invite you to please come back and be a part of the meeting again. We thank you for coming and hope to see
you at the next meeting.”
11. Adjournment
The Chairperson would ask for a motion to adjourn.
“I ask for a motion to adjourn this meeting.”
IEC MEMBER – “I move to adjourn”
IEC MEMBER – “I second the motion”
All those in favor of the motion to adjourn; please say aye, those opposed please say nay.
Motion carried or failed.
REMEMBER AT ALL TIMES THAT IF YOU MAKE A MOTION AND YOU DECIDE AFTER THE DISCUSSION THAT YOU
WANT A TOTALLY DIFFERENT MOTION, YOU CAN VOTE THE MOTION DOWN AND PUT A NEW MOTION ON THE
FLOOR.
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___________________ Johnson-O’Malley IEC Minutes
Date ___________ Time ____________Location_____________________
1. Call to Order
The meeting was called to order by ___________________________ at _____________
2. Flag Salute/Invocation
3. Roll Call-establishment of quorum yes no
Nam
e/Title __________________________________
Name/Title __________________________________
Name/Title __________________________________
Name/Title __________________________________
Name/Title __________________________________
4. Approval of the Agenda
Discussion: ______________________________________________________________________________
________________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
5. Approval of the Minutes
Discussion: ______________________________________________________________________________
________________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
6. Public Comment(s)
Name __________________________________
Comment Summary_______________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
Name __________________________________
Comment Summary_______________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
School
Time
Sample
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7. Report(s)
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
8. IEC Business
Item A) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
It
em B) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
Item C) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
Item D) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
Item E) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
It
em F) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
Sample
75
9. New/Old Business
Item A) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
It
em B) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
It
em C) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
Item D) ________________________________
Discussion _____________________________________________________________________________
______________________________________________________________________________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
10. Announcements
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
11. Adjournment
Time ____________________
Motion was made by ________________________________ seconded by ___________________________
Action: passed failed none taken
__________________________________ ________________________________
Chairperson Secretary
Sample
76
Date_______________Time______________Location__________________________
1. Call to Order / Welcoming – By the Chairperson
As part of the welcoming, explain that this meeting is designed as a public hearing and that the parents will have an
opportunity to speak. Ask the parents not to fill out the needs assessment until later in the meeting. This way they
will have a better understanding of what they want to happen in the coming year.
2. Invocation – Always a good thing to start with
3. Roll Call – establishment of a quorum
If the public hearing is being heard by the IEC and if the hearing will call for action (motions) than a quorum will need to be
established
4. Approval of the agenda
The public hearing must have an agenda to keep order and for the audience to know the order of business. This also may be
the time to ask if they want any changes to the agenda.
5. Approval of the minutes
If the public hearing is acting in place of a regular IEC meeting and the IEC will be conducting business, then the minutes of
the last meeting may be addressed and approved OR the minutes can be tabled until the next IEC meeting.
6. Reports:
A. Indian Education Director (Coordinator) or Staff report Program Goals and Objectives.
During this section, you would have the staff or IEC explain the JOM Program Goals and Objectives. They are stated in your
application. Explain that the goals are based on the annual needs assessment and that each parent should take the time to fill
it out towards the end of the school year.
B. Program Financial Report / expenditure claims
During this section, you would explain how the JOM funds are being used and if there are any other funding sources that
assist the program. Example: If you have Title VI and JOM you can explain which program funds what or if programs are co-
funding to make them work.
C. Program updates
During this section, you would have the staff give an overview of the programs that are available through JOM. How the
parents can get their children involved and who they contact.
A sign in sheet must be used at ALL election meetings to verify that eligible parents are able to nominate or to be
nominated and/or to cast a vote. The sign in sheet must be submitted with the IEC Election Minutes.
7. Public Comment
Remember that a public hearing is not a debate but a format for the JOM parents and student to voice their opinions. The IEC
may not agree with their opinions but their opinions ARE important to the program. My advice if it turns into a debate is to say
“Thank You for your opinions and the IEC will take it under consideration.” You are not there to change their minds just to
listen to them and inform them of the program and how their input will assist in the planning. Explain that the public hearing
along with the written needs assessment will be used to develop the JOM Application for FY 1_.
If you have a small group, have everyone stand up and introduce themselves. If you have a large group ask those who wish to
speak to please (either stands where they are and address the IEC or come to the front and address the IEC). Make sure they
give their name (for the one taking the minutes) and the ages of their children in the JOM program. This way you would know
for sure that the people speaking are JOM eligible parents. You can also have students give their testimonies at this time.
You may want to set some type of guidelines:
1. 3 minutes per person to speak
2. No interruptions while a person has the floor
IEC Public Hearing/Election
77
IEC Agenda
Example
3. Comments must pertain to the JOM program.
4. Comments should be what you like about the program, what you dislike and what changes you would like to see.
5. If no one wants to speak, encourage them asking a specific parent what they like about the program. Pick people out
of the audience and ask them what they would change. Just get them talking. Ask the children what they like.
8. Election
You would take nominations from for the open seats; remember that I recommend that you elect parent committee
members and not officers. Officers should be elected by the parent committee once they are all seated. If you hold an election
by office then parents won’t run if the only position open is chairperson. You would scare away potential parents. If you first
elect them on the committee and then let them select their leadership it makes it easier. Follow the sample in the By-laws,
article V, section 1.
9. Closing
Let the parents know that the IEC will review their comments and try to make the improvements in the JOM Program. Thank
them for coming and have prepared some door prizes.
10. Door Prizes
(You can give tickets out when the parents turn in their needs assessment)
According to federal regulations, a JOM can purchase incentive items, such as door prizes for the parents. This incentive
clause was made to encourage parents to become actively involved in their children education. You can buy gift cards or gifts
but try to keep them within a reasonable price range.
11. Announce date of next IEC meeting
Let the parent know when the next IEC meeting will be and encourage the parents to come.
12. Adjournment
You may ask for a closing prayer or just dismiss.
78
Procedures and Verifications
JOM Program/IEC Requirements
Program Compliance/Monitoring Check Sheet
Compliance/Monitoring Check Information
Section 8
79
80

       




          
   


   
             


 

 
            


 
              

               
 

 
        

          



 

Muscogee (Creek) Nation
Secretary of Education, Employment & Training
81
Muscogee (Creek) Nation
JOM Program/lEC Requirements
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     
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82
MUSCOGEE CREEK NATION
JOM PROGRAM
FY 2020 JOM Contractors Program Compliance/Monitor Check Sheet
The Muscogee Creek Nation will conduct an Annual Contract Compliance monitor visit is to assure that each JOM Contractor is
meeting reporting requirements according to 25 CFR 273 JOM Regulations and applicable Oklahoma state requirements. In most
cases of the items listed below, copies of the item will need to be attached to the monitoring sheet for proof of compliance. A copy of
the final evaluation will be forwarded to the contractor, with copies made available to the program coordinator and IEC. The monitoring
instrument is only used to assure
compliance and will not reflect in a dollar increase or decrease based on the findings.
Date of Monitoring: Name of School:
Funding Allocation: # of Eligible Students:
Name of Contact Person: MCN Representative:
yes no
Item Verification
Following items are mandated by federal regulations to be submitted to the MCN JOM Program
a. Application (submitted by deadline, signed and dated)
b. Revision (submitted with corrected amount)
c. Bylaws (ratified within the current school year)
d. IEC certification form (showing IEC with HOME address)
e. Needs assessment form and results (Were the needs
assessment results u
sed to develop the goals and objectives?)
f. Annual Report
Were measurable objectives attained?
g. Required assurances (initialed by the IEC and Administrator)
h. Student eligibility requirements
(transmittal form / submission of enrollment forms)
i. FY20 budget claims
(submitted on a quarterly basis)
j. Inventory listed with serial #, cost, purchase date & location
During the Annual Program Compliance Monitor, an IEC member is required to participate and address
each item listed below. Copies of requested items should be provided.
yes
no
IEC MEETINGS:
a. IEC meeting held regularly (Copy of advertisements)
b. Elections held according to By-laws
c. Method of advertisement of meetings (Copy submitted)
d. Agenda, minutes, staff report and financial reports provided
prior to each meeting
e. How did the IEC assist with the needs assessment?
f. What IEC trainings were attended?
Sample
83
g. Did all IEC Members receive Parent Committee Training?
IEC HANDBOOK:
a. Each IEC member provided a handbook?
b. Copy of FY 21 Application & Budget Revision provided?
c. Parliamentary procedure guidelines provided?
d. Copy of JOM Federal Regulations?
e. Listing of all staff job descriptions
f. Officers roles and responsibilities
g. Oklahoma Open Meeting Act
h. Copy of the FY20 Annual Report
Student Files & Records
a. Student files maintained and secure. (Where are they kept?)
c.
Individual student file records include:
1.
Grade monitoring (showing progress)
2. Supplies
3. Student involvement (tutoring, cultural activities, field trips)
4. Extracurricular sponsored cost / ACT fee payments
Education Plan
a. Educational Goal design – were they met
b. Measurable Objective design were they met
c. Activities designed to match Education Goal
d. Budget summary designed using program goals and objectives?
e. Copy of job descriptions submitted / match educational plan?
Monitor conducted by
Date_
School Representative _ _
Date _
School Representative _
Date _
IEC Member ___________ Date______________________________
Sample
84
Used during the Annual Contract Compliance monitor visit.
Assures that each Muscogee (Creek) Nation JOM Contractor meets reporting requirements according to 25 CFR 273
JOM Regulations.
Is only used to assure compliance and will not reflect in a dollar increase or decrease.
After the Annual Contract Compliance Monitor, copies of the final evaluation will be forwarded to the contractor.
Items required for submission to the MCN JOM program include: Current FY application, Revision, IEC listing, IEC By-
Laws, Needs Assessment results, Annual Report, and Parent Committee Training form. Each document must have
attached minutes of approval from the IEC. Expenditure claims do not need IEC approval.
Areas that are reviewed during the Annual Contract Compliance Monitor visit to show compliance of current FY JOM
application include: Needs Assessment, Program Budget & Education Plan.
Items verified during the Annual Contract Compliance monitor visits include: Student records, OK Open Meeting Act,
Property/Inventory listing, required assurances, trainings attended by Staff & IEC, and if the annual report is submitted
by deadline with the Goals & Measurable objectives addressed. IEC election, advertisement of IEC meetings and
meeting dates, information provided to IEC, IEC monthly/quarterly packets that contain the following documents:
financial reports, agenda, copy of last IEC minutes, and any staff reports. Packets must be given to IEC no less than 5
days prior to each meeting.
Compliance/Monitoring Check Information
85
Deadlines
Events
CALENDAR OF EVENTS
2020 - 2021
86