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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

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

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

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.

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;

(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).

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.

§ 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.

§ 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.

(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;

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.

Procedures and Verifications

Student Count and Rosters

Section 2

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.

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.

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

Sample

PLEASE FILL IN:

JOHNSON-O’

MALLEY Today’s Date: ___________

ENROLLMENT SHEET Enrollment FY___________

STUDENT NAME: ____________________________________ COUNTY: _____________________

SCHOOL DISTRICT NAME:

TE OF BIRTH GENDER GRADE TRIBE DEGREE

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

IEC Roles and Responsibilities

IEC Election and Voting

IEC Officer Duties

JOM Parent Committee Training

Section 3

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.

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.

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.

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.

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

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

Please use the eform located on our website.

http://www.mcn-nsn.gov/services/education-training/johnson-omalley/

JOM Parent Committee Training

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

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.

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.

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

JOHNSON-O'MALLEY NEEDS ASSESSMENT SURVEY

Select your choice of the three (3) most important needs listed above.

a. ______________________________________________________________________________

______________________________________________________________________________

Would you consider joining the Indian Education Committee? If not, please state reason.

_______________________________________________________________________________

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.

_______________________________________________________________________________

Public Schools

Sample

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

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.

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

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

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

*Exception to item 4: Those activities could be allowed as an incentive, limited at per eligible student cost. ($60.00)

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

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:  

ALLOWABLE EXPENSES

College and Career Readiness

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.

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

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

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

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:

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

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

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

Johnson-O'Malley

Application for Contract

PART I

SERVICE LOCATION, PRIVACY ACT AND PAPER REDUCTION ACT STATEMENT

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)

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

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 contractor’s 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 Committee’s 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-O’Malley 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

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.

Priority needs of Indian

students demonstrating those

needs.

Total # of

students

demonstrating

need:

Are services

other than

JOM provided

to address

these needs?

Supplementary

Funding source and

amount.

# of students

served

Column D.

Are these

services

sufficient?

Are you using

JOM funds to

address these

needs?

# 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

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

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

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

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

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.

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

10.

SIGNATURES:

SIGNATORY AUTHORITY

School Representative date

MCN Field Specialist date

MCN JOM Program Manager date

Page 1 of 3

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

egarding administrative, fiscal, and/or programmatic aspects)

Sample

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

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: ______________________________________

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

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

Sample

FY_____ Budget

Revision

Muscogee Creek Nat

ion Education Contracts

Under the Johnson O’Malley Program

Page

Part I Revision Signature Approval

Part II Contract Revised Budget Summary

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

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

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

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

Needs

Assessment

Program

Application

Budget

How to Run

an Effective

Meeting

Review

Program

Compliance

List

Chairperson

Vice Chair

Secretary

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

QUESTION

ANSWER

GRADE

What is the number for the federal code of regulations

that govern the JOM programs?

According to the new MCN JOM Program

Procedures, failure to submit a completed Application

by the deadline will result in what action?

The JOM funds come from what department within

the federal government?

Eligible JOM students range from how old to what

grade?

What sections of the federal code of regulations

pertain to the IEC?

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:”

What is the major difference between the JOM IEC

and TITLE VI Committees?

When is Student Count Week?

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

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?

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

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

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

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

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

JOM

TUTORING LOG

TUTOR NAME MONTH

Student Name

Date

Time In

Time Out

Subject

Comments

Tutor Signature Date

Sample

JOM SCHOOL SUPPLY DISTRIBUTION

SCHOOL NAME

STU

ENT N

RENT/

NAME

ISSUED BY:

Sample

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

Program By-Laws Example

Definition of “in loco parentis”

Section 6

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

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?

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.

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

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.

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.

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.

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.

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

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"

IEC Meeting Minutes Example

IEC Minutes Form

IEC Agenda Example

Election and Voting Procedures

Section 7

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.

“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

click to sign

signature

click to edit

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

“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.”

click to sign

signature

click to edit

click to sign

signature

click to edit

click to sign

signature

click to edit

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.

___________________ 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 __________________________________

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

7. Report(s)

_______________________________________________________________________________________

8. IEC Business

Item A) ________________________________

Discussion _____________________________________________________________________________

______________________________________________________________________________________

Motion was made by ________________________________ seconded by ___________________________

Action: passed failed none taken

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

em F) ________________________________

Discussion _____________________________________________________________________________

______________________________________________________________________________________

Motion was made by ________________________________ seconded by ___________________________

Action: passed failed none taken

Sample

9. New/Old Business

Item A) ________________________________

Discussion _____________________________________________________________________________

______________________________________________________________________________________

Motion was made by ________________________________ seconded by ___________________________

Action: passed failed none taken

em B) ________________________________

Discussion _____________________________________________________________________________

______________________________________________________________________________________

Motion was made by ________________________________ seconded by ___________________________

Action: passed failed none taken

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

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

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.

Procedures and Verifications

JOM Program/IEC Requirements

Program Compliance/Monitoring Check Sheet

Compliance/Monitoring Check Information

Section 8



       









          

   





   

             





 



 

            





 

              



               

 



 

         



          







 



Muscogee (Creek) Nation

Secretary of Education, Employment & Training

Muscogee (Creek) Nation

JOM Program/lEC Requirements



     















   







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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

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

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?)

Individual student file records include:

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

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

Deadlines

Events

CALENDAR OF EVENTS

2020 - 2021

Muscogee (Creek) Nation

Johnson-O’Malley Program

Calendar of Events

2020-2021

Date

AUGUST

DEADLINE: JOM FY-21 Grant Application & Needs Assessment with minutes

DEADLINE: JOM Academic Incentive recipient documentation due

Challenge Bowl Study Guide - online

Date

SEPTEMBER

TBA

JOM Handbook (online)

TBA

Student Roster (current school year) – email reminder

TBA

Student Count transmittal for (current school year) – email

Labor Day

Advance Placement Incentive Information – email reminder

Belvin Hill Memorial Scholarship Information – email reminder

Challenge Bowl Information – email

End of JOM FY-20 Fiscal Year

Date

OCTOBER

New Fiscal Year FY-21

FY-21 Expenditures Begin

JOM Monitoring Begins - Virtual

5-9

STUDENT COUNT WEEK!!! (current school year)

DEADLINE: Student Transmittal for current school year – eform

Last day to spend FY-20 funds

Date

NOVEMBER

Veterans’ Day

DEADLINE: Student Enrollment Forms (current school year) – eform

DEADLINE: Belvin Hill Memorial Scholarship Application – eform

DEADLINE: Challenge Bowl Registration – eform

26-27

Thanksgiving

FY-20 Final Expenditure Claim Due (All Schools) – July-Sept

Date

DECEMBER

DEADLINE: FY-20 Annual Report - pdf

DEADLINE: Submission of stamped County Clerk filing of IEC meeting dates

DEADLINE: Submission of revised By-Laws with minutes

24-25

Christmas

Date

JANUARY

Dec. 31-Jan. 1

New Year’s

JOM Academic Incentive – email reminder

Needs Assessment Reminder – email

Final Roster- emailed (submit changes at this time)

Last day to submit corrections for final roster – (current school year)

QTR FY-21 Expenditure Claim Due (Over 5K) – Oct-Dec

*Du

e to Covid-19 Cultural Day, Statewide JOM Conference, NJOMA Conference, OCIE Conference, In-

Service, and the Challenge Bowl Competition are all TBA.

* Other Committee Trainings offered (as requested).

Muscogee (Creek) Nation

Johnson-O’Malley Program

Calendar of Events

2020-2021

Date

FEBRUARY

Final Roster - emailed (No changes after this date)

DEADLINE: Advanced Placement Incentive Application Due - eform

Budget Revision Letters Sent (current school year) – emailed

TBA

High School Challenge Bowl

TBA

Middle School Challenge Bowl

TBA

Elementary Challenge Bowl

Date

MARCH

DEADLINE: Academic Incentive Application Due – eform

DEADLINE: Submit FY-21 Budget Revisions and Minutes

FY-21 Application Notification Letter – email

Date

APRIL

Good Friday

JOM Academic Incentive Selection

QTR FY-21 Expenditure Claim Due (Over 5K) – Jan-March

Date

MAY

Application & Needs Assessment deadline – email reminder

Memorial Day

Date

JUNE

DEADLINE: Submission of FY-22 IEC Election certificate– eform

DEADLINE: Submission of advertisement for IEC Election meeting

DEADLINE: Submission of IEC Training – eform

MCN Holiday

Date

JULY

Independence Day observed

QTR FY-21 Expenditure Claim Due (Over 5K) – April-June

Date

AUGUST

DEADLINE: JOM FY-22 Grant Application & Needs Assessment with minutes

DEADLINE: JOM Academic Incentive recipient documentation due

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