Title I, Part A Preparing for Federal Program Monitoring Virginia Department of Education Office of Program Administration and Accountability Title I, Part A, Federal Program Monitoring Webinar October 24, 2018

Overview Federal Program Monitoring Schedule Process Protocol FPM 2018-2019 Summary Technical Assistance Areas of Note Questions and Answers

Monitoring Schedule

Schedules 2018-2019 Federal Program Monitoring Schedule for Certain Programs under the Elementary and Secondary Education Act of 1965, as Amended  Federal Program Monitoring Three Year Schedule 2017-2018 through 2019-2020   

Divisions Scheduled for FPM in 2018-2019 Amelia County Appomattox County Arlington County Bath County Bedford County Bland County Bristol City Buena Vista City Campbell County Carroll County Charlotte County Chesapeake City Covington City Culpeper County Danville City Essex County Fluvanna County Franklin County Galax City Goochland County Greensville County Highland County Isle of Wight County Lancaster County

Divisions Scheduled for FPM (continued) Louisa County Manassas City Martinsville City Mecklenburg County Middlesex County Page County Patrick County Pittsylvania County Powhatan County Russell County Shenandoah County Smyth County Southampton County Suffolk City Surry County Sussex County Warren County Westmoreland County Williamsburg-James City County Wise County Department of Juvenile Justice (Title I, Part D, only) State Operated Programs (Title I, Part D, only)

Monitoring Process

VDOE Process FPM Webinar On-site/Online FPM FPM Technical Assistance Distribution of Compliance/Non-Compliance Letters

LEA Process Protocol Document Review Evidence Collection System Self Monitor and Request VDOE Assistance Virtual or Onsite FPM Participation Response to Recommendations/Findings

Monitoring Protocol

Where can I find the Title I, Part A, FPM Protocol Document?

New Format 1.0: The SEA conducts monitoring of its subgrantees sufficient to ensure compliance with Title I, Part A program requirements. [Section 1003 of ESEA and 200.328 of EDGAR] Guiding Question 1.0a When was the last time you were monitored by the SEA?   Acceptable Evidence Copies of monitoring letters monitoring letters Corrective actions Results of technical assistance

New Format Continued Interview Question Explain the monitoring process, including on-site procedures, data review, the reporting, and corrective action processes, as it pertains to most recent monitoring by the SEA.   LEA Response Click or tap here to enter text.

New Format Continued State Educational Agency Response Click or tap here to enter text.   Sufficient Documentation Yes No NA

Red Items do not Require a Response Guiding Question 1.1b Within each LEA do individual school reports include all of the preceding plus: whether the school has been identified for school improvement; and information that shows how the school’s student achievement on the statewide academic assessments and other indicators of federal requirements compared to students in the LEA and the state. State Educational Agency Response The SEA provides LEA and school quality profiles via the SEA Web site. The SEA – generated school quality profiles contain all the data required under Section 1111. Sufficient Documentation Yes No NA

Evidence Collection

Title I, Part A, Evidence Collection Establish self-monitoring system to include collection and review of all elements annually Review protocol document annually Request clarification on any items from VDOE Title I, Part A, specialist

Evidence Collection Continued Establish electronic filing system to mirror protocol document Assign areas of responsibility among several staff involved in the implementation of the program Establish timelines and procedures for collection of evidence

Order of File Folders on Flash Drive 1.0 b 1.1 a 1.1 b

Each folder should contain evidence for the protocol item AES School Quality Profile BES School Quality Profile CES School Quality Profile DES School Quality Profile

Prior to a Virtual Visit The SEA will send a confirmation email to the LEA with an address for mailing the flash drive and completed protocol and the date by which it is due. The LEA will mail the flash drive including all necessary evidence for Title I, Part A, and Title V, Part B, Subpart 2, (if applicable), as well as, a file with the completed protocol(s) two weeks prior to the monitoring date. The SEA will email details for connecting via phone prior to the monitoring visit.

Prior to an Onsite Visit The SEA will send a confirmation email to the LEA with the date by which the protocol is due. The LEA will email the completed protocol for Title I, Part A, and Title V, Part B, Subpart 2 (if applicable) two weeks prior to the monitoring date. The SEA will communicate with the LEA regarding location of the monitoring visit and other necessary details.

FPM 2017-2018 Summary

2017-2018 - Title I Part A Most Common Findings 2.1a. Has the LEA ensured that all teachers working in a Title I program meet applicable state certification and licensure requirements? 2.4a Does the LEA provide assistance or guidance to schools to plan and develop or review and revise their schoolwide plans?

2.4 Developing a Schoolwide Program On the Title I, Part A, website, under Guidelines and Procedures on the State Resources Tab: Schools: Identification and Service Delivery Models  ESSA Schoolwide Plan Template (Word) – NEW

Tips for Success Establish systems and procedures for self- monitoring on a regular basis. Ensure that the system includes a chart delineating tasks, persons responsible, and timeline. Focus on results, as well as, compliance.

Questions?

VDOE Contact Information Latonia Anderson 804-225-2907 Latonia.Anderson@doe.virginia.gov Tiffany Frierson 804-371-2682 Tiffany.Frierson@doe.virginia.gov Shyla Vesitis 804-225-3711 Shyla.Vesitis@doe.virginia.gov

Title V, Part B, Subpart 2 Preparing for Federal Program Monitoring Virginia Department of Education Office of Program Administration and Accountability Title I, Part A, Federal Program Monitoring Webinar October 24, 2018

Title V, Part B, Subpart 2, Protocol Document Where can I find the Title V, Part B, Subpart 2, FPM Protocol Document

Divisions Scheduled for Title V, Part B, Federal Program Monitoring 2018-2019 Buena Vista Carroll Charlotte Covington Danville Essex Galax Greensville Lancaster Louisa Martinsville Mecklenburg Middlesex Page Patrick Russell Smyth Southampton Sussex Westmoreland Wise

VDOE Monitoring Process FPM Webinar On-site/Online FPM FPM Technical Assistance Distribution of Compliance/Non-Compliance Letters

LEA Process Protocol Document Review Evidence Collection System Self Monitor and Request VDOE Assistance Virtual or Onsite FPM Participation Response to Recommendations/Findings

Federal Program Monitoring Components Components of the Monitoring Protocol Document include: Review of Previous Monitoring Program Application Program Monitoring and Evaluation Fiscal Requirements

Federal Program Monitoring Review of Previous Monitoring When was the last time the division was monitored? What findings, if any, were indicated as a result of the monitoring visit? Was there any follow- up to ensure that findings were corrected/ addressed?

Federal Program Monitoring Program Application What is the LEA process for review and approval of the local application? Acceptable Evidence = most recently approved annual application, needs assessment analysis

Federal Program Monitoring Program Monitoring and Evaluation Do the selected activities relate to the specified measurable objectives? Acceptable Evidence = evidence-based materials aligned with measurable objectives, professional development sign-in sheets, reimbursement requests What evidence can be provided to show the activities were effective? Acceptable Evidence = student assessment data, staff surveys, student surveys, professional development evaluations

Federal Program Monitoring Fiscal Requirements Does the school division ensure that funds expended correlate with activities outlined in the approved funding application? Acceptable Evidence = application, reimbursements Does the LEA adhere to the proper accounting of time and attendance for Title V, Part B, Subpart 2 paid staff? Acceptable Evidence = certification of pay document, personnel activity report document

New Format

Evidence Collection Establish electronic filing system to mirror protocol document. Assign areas of responsibility among staff involved in the implementation of the program. Establish timelines and procedures for collection of evidence.

Evidence Collection Continued Establish self-monitoring system to include collection and review of all elements annually. Review protocol document annually. Request clarification on any items from the VDOE Title V, Part B, specialist.

1.0 a not applicable 1.0 b not applicable 1.0 c not applicable 1.1 a Order of File Folders 1.0 a not applicable 1.0 b not applicable 1.0 c not applicable 1.1 a

Each folder should contain evidence for each protocol item Title V, Part B, Subpart 2, application Locally Administered Surveys Needs Assessment Results

Federal Program Monitoring 2017-2018 Monitoring Summary

Areas of Improvement Most Common Findings 2.1a Do the selected activities relate to the specified measurable objectives? 2.1 b What evidence can be provided to show the activities were effective?

Prior to a Combined Virtual Visit The SEA will send a confirmation email to the LEA with an address for mailing the flash drive and completed protocol and the date by which it is due. The LEA will mail the flash drive including all necessary evidence for Title I, Part A, and Title V, Part B, Subpart 2, as well as, a file with the completed protocols two weeks prior to the monitoring date. The SEA will email details for connecting via phone the day of the monitoring visit.

Prior to a Combined Onsite Visit The SEA will send a confirmation email to the LEA with the date by which the protocol is due. The LEA will email the completed protocol for Title I, Part A, and Title V, Part B, Subpart 2, two weeks prior to the monitoring date. The SEA will communicate with the LEA regarding location of the monitoring visit and other necessary details.

Questions?

VDOE Contact Information for Title V, Part B, Subpart 2 Latonia Anderson 804-225-2907 Latonia.Anderson@doe.virginia.gov