Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Best Practices in Preparing for the Cross-Functional Monitoring 1 GCEL February 22-24, 2016 Savannah Riverfront Marriott Savannah, Georgia

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Presenters Ken Banter Title I Education Program Specialist Georgia Department of Education School Improvement – Federal Programs (478) Elaine Dawsey Title I Education Program Specialist Georgia Department of Education School Improvement – Federal Programs (478) Ashley McLemore Director of Federal Programs Griffin-Spalding County School System 216 S. 6th Street Griffin, GA ext (Office) 2

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org 3 SCHOOL IMPROVEMENT & DISTRICT EFFECTIVENESS

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org ExpectedOutcomes Expected Outcomes Participants will: Be informed of the purpose of the Cross-Functional Monitoring Be informed of how to prepare for the monitoring visit Be informed of the needed documents for monitoring Learn how one Georgia District prepares for the Cross- Functional Monitoring Examine how one Georgia District sets up the monitoring files. 4

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Purpose of Monitoring Monitoring of federal programs is conducted to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education. Monitoring emphasizes accountability for using federal resources wisely. Monitoring serves as a vehicle for the Department to help LEAs achieve high quality implementation of educational programs utilizing the LEAs’ federal allocations. 5

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title Programs to be Monitored  Title I, Part A - Improving the Academic Achievement of the Disadvantaged  Title I, Part A - Academic Achievement Awards  Title I, Part A - Parental Involvement  Title I School Improvement (a)  Title I School Improvement Grants (SIG) (g)  Title I, Part C - Education of Migratory Children  Title X, Part C - Education for Homeless Children & Youth  Title I, Part D - Prevention & Intervention Programs for Children & Youth Who Are Neglected, Delinquent, or At-Risk  Title VI, Part B - Rural Education Achievement Programs (REAP)  Title II, Part A - Improving Teacher Achievement Program  Title III, Part A - Language Instruction for LEP and Immigrant Students  Individuals with Disabilities Education Act of 2004 (IDEA) 6

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org LEA Preparation Prior to On-Site Monitoring Visit LEA Documentation for Monitoring of Federal Programs LEAs are required to provide supporting documentation that is not already available to the Department’s Cross-Functional monitoring team. The Department’s federal programs will provide a list of LEA documentation that will be provided by the LEA prior to the on-site monitoring visit. LEAs will upload the requested documentation to a Web based application and will place the documentation by:  LEA  Federal Program  LEAs will be notified by each federal program if uploaded files need to be listed as a specific file name  Do not upload any identifying information 7

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org LEA Preparation Prior to On-Site Monitoring Visit LEA Documentation for Monitoring of Federal Programs Current year documentation not sent for prior review by the Department for each required descriptor should be placed in a folder for team review. Items too large to be placed in folders should be readily available and with required items clearly identified. Items too large for printing to be placed in folders should be made available to the Department’s Cross-Functional monitoring team via Internet and/or Web site links/or jump drive. 8

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org LEA Preparation Prior to On-Site Monitoring Visit LEA Documentation for Monitoring of Federal Programs 9 This column displays possible types of documents the LEA could have to meet the Indicator’s requirement.

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org LEA Preparation Prior to On-Site Monitoring Visit LEA Documentation for Monitoring of Federal Programs s Memos Dated meeting agendas Dated sign-in sheets Checklists with signatures and comments Record of physical inventory of equipment and real property Other forms of documentation 10

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org LEA Preparation Prior to On-Site Monitoring Visit LEAs must provide:  A room large enough to accommodate the entire monitoring team. If need be, more than one room can be used.  Internet access for the monitoring team to be able to review district and schools’ Web site information. It is good to have someone from technology available, at least at the beginning, to ensure GaDOE staff and access your internet. LEA staff need to be on-site and/or available during the monitoring visit. It is important that other meetings requiring LEA staff are not scheduled during the monitoring visit. 11

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Good Practices Examples of how one Georgia District prepares for cross-functional monitoring. Ashley McLemore – Federal Programs Director Griffin-Spalding County School System 12

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Griffin-Spalding County School System (GSCS) 10,300 students 18 schools, 2 programs 18 schools and 1 program are Title I funded All schools are schoolwide 76.21% free/reduced priced meals 13

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org “Unofficial” Title I Department Mottos Orange is not the new black The Feds are watching Remember it’s for the children Happy monitor = happy Title I director 14

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Annual Review and Needs Assessment Focusing your year 15

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org GSCS Timeline for Schoolwide Planning 16

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Annual Review and Needs Assessment Process 17

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Annual Review and Needs Assessment Process 18

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.orgBudget All funds are budgeted and planned concurrently Title I Parent involvement Title II General fund Initiatives can be planned collaboratively 19

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Presentation Meeting Principals (and their teams) present the status of their school to district leadership and department heads Data review – strengths, weaknesses and prioritized needs Initiatives - tied to the district strategic plan Changes to current initiatives New initiatives Timely decisions with all parties at the table 20

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Schoolwide Planning Process Critical Set the purpose for the year by identifying prioritized needs Collaboration on goals/needs/solutions Keeping the district and school aligned for monitoring 21

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Using Processes to Collect and Verify Documentation Staying accountable 22

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Processes are Critical Write procedures to reflect your actual practice Ensure that the procedures are followed Use your processes to identify problems and tweak them 23

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Training Staff Train staff and provide resources Specific training for Title I teachers Title I paraprofessionals and supervising teachers Title I coaches Bookkeepers Title I parent liaisons Title I equipment contacts Leadership Provide resources for staff Templates Procedures Presentations 24

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Sharing Resources from Training 25

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Collecting Information Share the load - break up the monitoring document Ensure a staff member at the district is responsible for collecting and reviewing the information for each item Ensure that the monitoring number is covered by a process 26

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Monitoring Document Deciding what to collect Team brainstorms documentation and lists it in a notes column in black font Assists with collection of documentation Record what you are collecting – Excel version of monitoring document Blue font – what is filed Red font – still left to file Gray row highlight – file folder is finished List not applicable where appropriate 27

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Monitoring Document (FY15) 28

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org School Calendars Used for documentation collection from schools that includes: Substitutes Stipends Contracts Staff documentation Etc. 29

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org School Calendars 30

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org School Calendars 31

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Parent Involvement Calendars Each school Serves as guide for school parent liaisons Completed by district Parent Engagement Coordinator based on documentation submitted District Completed for district activities 32

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org School Parent Involvement Calendar 33

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org School Parent Involvement Calendar 34

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org District Parent Involvement Calendar 35

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Monitoring Document – Excel Checklist for Parent Involvement 36

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Monitoring Document – Excel Checklist for Parent Involvement 37

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Sharing Resources – Parent Involvement 38

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title I Parent Involvement Checklist 39

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Principal Update – PI Documentation 40

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Monitoring Throughout the Year Ensuring compliance 41

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Budget Review Parent involvement school meetings Title I operations budget updates Review of general ledger and budget analysis report monthly 42

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title I Funded Staff Documentation Paraprofessionals Paraprofessional assignment form Paraprofessional monthly log Infinite Campus student data entry Teachers Schedule Infinite Campus student collaboration data entry Academic Coaches Monthly log Coach forms for identified staff Parent Involvement Infinite Campus compact data entry Infinite Campus parent attendance data entry 43

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Paraprofessional Assignment Form 44

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Paraprofessional Monthly Log 45

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Staff Observations Title I Funded Positons Academic coaches Paraprofessionals Teachers Flexible Learning Program 46

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Spreadsheet for Data Collection Staff list Start and end dates Percent time Job position/description Fund code Split-funded logs Paraprofessional logs/assignment forms/supervising teacher(s) Teaching assignments 47 Data entry – positions and extended learning Observations Periodic certifications Academic coach logs Calendar contacts/submission Equipment contacts

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Monitoring Preparation 48

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org A Good Day To Be Monitored Organization of documentation Staff preparation Schedule of day/interviews Remember not all items that you need are on the monitoring document 49

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Document Preparation Review each document before filing it Ensure that it is clear for an auditor that knows nothing about your school system 50

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Setting Up Files Create labels for section headers Number labels for continuing folders (i.e. #1, #2) Labels for each file section (i.e. 1.1a, 1.1b, 1.1c) Add FY to keep files separate between years 51

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Setting Up Folders Use tabs for folders Month School/LEA Grant 52

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Labeling Documentation Stamp documents to ensure they are filed correctly Highlight the information that you want the auditor to view Tab the pages or area that you want the auditor to view 53

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Organizing Documentation Bins organized in order of the monitoring document Label the front of bins clearly with monitoring numbers (i.e. 3.1 – 3.3) Group bins by section on tables for auditors 54

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org FY15 GaDOE Monitoring 55

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.orgTips Constantly update and revise your processes based on what works Get to know directors around your area Share strategies, templates & ideas Ask other coordinators about findings/issues in their monitoring year – specifics Provide training and support for staff since Title I is not necessarily the focus of their position 56

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Questions? 57

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title I, Part A Program Specialists’ Contact Information AreaName Office Telephone 1Robyn Planchard(404) 2Sherri MinshewTBD 3Anthony Threat(706) 4Evelyn Maddox(404) 5Judy Alger(229) 6Grace McElveen(912) 7JaBra Harden(229) 58

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Title I, Part A Program Specialists’ Contact Information AreaName Office Telephone 8Marijo Pitts-Sheffield(912) 9Kathy Pruett(706) 10Elaine Dawsey(478) 11Olufunke Osunkoya(678) 12Bobby Trawick(229) 13Ken Banter(478) 14Tammy Wilkes(478) 59

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Presenters Ken Banter Title I Education Program Specialist Georgia Department of Education School Improvement – Federal Programs (478) Elaine Dawsey Title I Education Program Specialist Georgia Department of Education School Improvement – Federal Programs (478) Ashley McLemore Director of Federal Programs Griffin-Spalding County School System 216 S. 6th Street Griffin, GA ext (Office) 60

Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Richard Woods, Georgia’s School Superintendent “Educating Georgia’s Future” gadoe.org Best Practices in Preparing for the Cross-Functional Monitoring 61 GCEL February 22-24, 2016 Savannah Riverfront Marriott Savannah, Georgia