Be Prepared: Federal Program Monitoring Virginia Department of Education Coordinators’ Technical Assistance Academy July 2018

Five Major Sections Federal Requirements for Serving ELs Language Instruction Educational Program and ELD Standards Accountability and Assessment Programmatic Implementation Fiduciary

Where to Begin? ESL coordinator & staff review the 5 sections Identify 1–3 areas of strength in each section Identify 1–3 areas for growth Develop a timeline: August to January Buddy with another ESL coordinator Make this your professional goal?

Sections 1–2 Federal Requirements for Serving ELs division has process for identifying and placing ELs division has a language instruction educational program (LIEP) LIEP and ELD Standards The ELD standards are in the division-wide curriculum All teachers of ELs implement ELD standards Professional development activities

Sections 3–5 Accountability and Assessment Programmatic Implementation ELs participate annually in WIDA and SOL tests Analysis of EL proficiency and progress data Programmatic Implementation Title III program evaluation & needs assessment Parent notifications Fiduciary Expenditures of Title III funds Comply with supplement, not supplant, provision

Turn and Talk In which areas is your program strong? Where is there room for growth? Federal Requirements for Serving ELs Language Instruction Educational Program and ELD Standards Accountability and Assessment Programmatic Implementation Fiduciary

In August Create a Share Drive with: Create the timeline A folder for each of the five FPM sections A folder for every guiding question in each section Section 1 = 8 Folders Section 2 = 3 Folders Section 3 = 6 Folders Section 4 = 7 Folders Section 5 = 5 Folders Create the timeline Give ESL staff FPM template & our timeline Discuss areas of strength & areas for growth

In September Have 34 folders in the Share Drive Develop naming conventions for files Examples: CCS LIEP (see folder I) Syllabi for ESL Reading – Walker CHS schedule – level 1 student Data analysis – Buford Math Assessment participation plan – Clark OMEGA Spend Down Report 10-13-17 IY expenditure report 1-8-18

September PL Session Division PL Day – 3 hour session Have staff bring a device Share evidence collection system – folders inside folders Share naming conventions for files Put staff into teams: mix schools, grade levels, expertise Assign each group three FPM sections; balance the work Teams add evidence to Share Drive Guiding Questions may need multiple evidence

In October Review evidence added to each folder Note where there are gaps Create chart showing where evidence is needed Share chart with staff & set deadline for staff to add evidence Send specific requests to Finance, Assessment, and HR departments Keep supervisor abreast of FPM progress

In November Review evidence in each folder Note which questions need more/better evidence Send reminders for evidence to specific staff Contact an ESL coordinator with your questions Begin writing LEA responses to Guiding Questions

Writing LEA Responses 3.1b Guiding Questions Acceptable Evidence Probing Questions LEA Response LEA Evidence 3.1b What process does the LEA use to ensure the signed assurances and certifications are being met? Title III application Signed assurances LEA staff discusses the process used to ensure assurances and certifications are signed. Application goes to School Board for 1st reading. Staff explains rationale for goals, objectives, and budget. At next Board meeting, application is presented for approval. Once approved, Board Chair and Superintendent sign assurances. (see folder 3.1a)

LEA Response for 1.1b FOLDER 1.1b How has the LEA incorporated the ELD standards into the divisionwide curriculum? A link to the ELD standards is available to every teacher and administrator via the division’s Canvas site: ESL & WIDA Standards. Teachers have this resource as a link on the CCS Guides for Pacing and Standards (GPS) for their grade level and /or content area(s). This allows them to readily incorporate the standards in their curriculum and instruction. In addition, the curriculum and instruction leadership team works with reading specialists, math specialists, and classroom teachers to incorporate the standards into the curriculum.

Evidence for 1.1b FOLDER 1.1b How has the LEA incorporated the ELD standards into the divisionwide curriculum? Canvas – ESL & WIDA Standards (see folder 1.1a) Lesson Plan - 2nd Grade Lesson Plan – 4th grade Math Lesson Plan - Earth Science grade 8 Lesson Plan - CHS US Government Standards on Canvas Courses (see folder 1.1a) Syllabi for ESL A & ESL B – Buford

CCS Approach FOLDER 4.1a How does the LEA track the Title III allocation for the current year? LEA staff discusses procedures for tracking Title III allocation expenditures.   The Title III coordinator must approve every Title III purchase as indicated by her signature on the appropriate form. She forwards the signed form to the administrative technician for Title programs who enters the expenditure into the system. On a regular basis, the Title III coordinator receives an expenditure report to double-check the accounts. In addition, the division’s budget coordinator oversees OMEGA reimbursement requests and spend down reports from VDOE. This system has many checks and balances in place so all Title III funds are carefully monitored. Consolidated Application (see folder 3.1a) OMEGA CH 7 Spend Down Report 11-17-17 OMEGA CH 8 Spend Down Report 10-13-17 OMEGA Reimbursement Request 5-8-17 OMEGA Reimbursement Request 10-23-17 Supt’s Memo – Title III allocation Title III Expenditure Report 16–17 Title III Expenditure Report 17–18

In December Continue working on LEA responses to the Guiding Questions and Probing Questions Update ESL staff on our progress Finish collecting all evidence Check: Is evidence in the correct folder?

In January Complete LEA responses Have proofreader be new to the program Is the right evidence in the right folder? Does the evidence listed match what’s in the folder? Are the interview responses clear and accurate? Prepare the disk for VDOE Have everything completed by January 15

My AHAs!! Involve all ESL staff members in FPM process. Stick to the timeline. It takes longer than you think. The process can help “fill the gaps” in your ESL program. Celebrate when it’s done!!!

Contact Information Beverly Catlin Coordinator of Instruction Charlottesville City Schools catlinb1@charlottesvilleschools.org 434-245-2421