Preparing for Federal Program Monitoring Title I, Part D, Subpart 1 Virginia Department of Education Office of Program Administration and Accountability October 29, 2018

Agenda Today we will discuss: Federal Program Monitoring Process Protocol Document Data Collection and Document Submission Questions and Answers

State Agencies Scheduled for Monitoring Department of Juvenile Justice – Yvonne B. Miller High School State Operated Programs – juvenile detention centers

Federal Program Monitoring Process Suggested steps include: Reviewing the monitoring document as soon as possible in order to understand the program requirements and to allow time to make any changes needed to be in compliance; Consulting with personnel that helps manage the grant, such as finance or human resources personnel to gather evidence.

Federal Program Monitoring Process Continued Organizing the evidence; Completing the SA response section in the protocol document; and Submitting the completed monitoring document two weeks before the scheduled monitoring.

Monitoring Document The monitoring document has been revised. The columns have been eliminated. There is one question per page with page breaks. There are seven parts to each question.

Cover Page of the Monitoring Document Include the name of the state agency or SA and the school year in the top left-hand corner.

Sections of the Monitoring Document Three Sections Standards, Assessment and Accountability Instructional Support Fiduciary Each section includes an overarching question and the reference for that question under the Every Student Succeeds Act (ESSA)

Components of the Monitoring Questions Guiding Questions Examples of Acceptable Evidence Interview Questions SA Response SEA Response Sufficient Documentation

Location of the Monitoring Document The monitoring document can be found at www.doe.virginia.gov. Type the words Federal Program Monitoring in the Search bar in the top right hand corner to locate the Federal Program Monitoring webpage. Choose the Subpart 1 document under Title I, Part D.

Monitoring Document

Guiding Questions Are based on the law and guidance; Serves as a guide for program implementation; Ensures program compliance

Acceptable Evidence The second part of each question contains examples of acceptable evidence for the guiding questions. The documentation listed are examples, and can include other types of relevant documentation or evidence that answers the question.

Interview Questions Provide guidance about how to answer the guiding questions, and Facilitates discussion during the monitoring interview. The SA doesn’t have to answer or respond to every question or request in this section.

SA Response In this section write in your response, as the coordinator to the guiding questions. Responses can be brief or more detailed. Responses are supported by the documentation, which will be the main evidence

SEA Response In this section, the specialist will record notes that can be used to determine if the question requirements were met. SA will not receive a copy of these notes, as they are informal.

Sufficient Documentation In this section, the specialist will mark whether the documentation that was provided sufficiently addresses the question or not.

Categories of Program Implementation Include and serve as the main headers of each section of the protocol document: Standards, Assessment, and Accountability Instructional Support Fiduciary

Standards, Assessment, and Accountability Three types of questions in this section of the protocol document include: Alignment with state standards Data collection Overall program evaluation

Standards, Assessment, and Accountability Continued Your program should support the Standards of Learning (SOL) and educational goals for graduation. Provide evidence that SOL are taught and assessed. There should be a documented evaluation process to ensure that the overall program has an impact.

Instructional Support Questions in this section address: Instructional Program Planning and Evaluation; Compliance Requirements; Such as number of hours or conducting a needs assessment, etc. Transition between facilities and school divisions.

Instructional Support – More Information Other questions in this section also address: Meeting the educational needs of students, including students’ Individual Education Plans (IEP); Drop-out prevention; and The qualifications of teachers and staff.

Fiduciary Questions in this section ensure: Funds are supplemental; Proper fiscal control by the SA; Maintenance of effort is met; and 15% - 30% of funds are set aside for transition services.

Questions Are there any questions about a specific protocol question in the monitoring document?

Documentation for an Onsite Monitoring Send the completed monitoring document by email two weeks before the monitoring visit, and Organize the supporting document for viewing the day of monitoring either electronically and/or by file folders.

A Friendly Reminder Documentation submitted on flash drives or electronically should not include student names.

Organizing Evidence Create folders in order by protocol number

Folder Contents Each folder should contain evidence for each protocol item. Question 1.1a- Alignment with SOL

Attendance at Monitoring Required: Title I, Part D, coordinator On standby by telephone in case of questions: Representative from the local facility Financial officer Coordinators have 10 days to respond to any questions not answered or asked during monitoring.

VDOE Contact for Title I, Part D, Subpart 1 Tiffany Frierson 804-371-2682 Tiffany.Frierson@doe.virginia.gov