Workshop Part II: Subgrantee Monitoring Basics Victoria Rankin, Greta Colombi, and Alexandra Woods NDTAC

2 Workshop Agenda Brief Overview of Subgrantee Monitoring –What it is and why it is important Small Group Activity Resources for Coordinators

3 What Is Monitoring Review? Program monitoring involves the regular and systematic examination of program implementa- tion and administration. Monitoring of Title I, Part D (Part D)-funded programs is conducted to ensure compliance with applicable State and Federal laws.

4 Where Does Monitoring Occur? Monitoring reviews occur at three levels: The U.S. Department of Education (ED) monitors SEAs that receive funds (Federal monitoring). SEAs monitor their SA and LEA subgrantees (subgrantee monitoring). SA and LEA subgrantees monitor the facilities and programs to which they allocate funds (facility monitoring).

5 Subgrantee Monitoring Review Per the Federal statute and regulations, State educational agencies (SEAs) represented by State coordinators are required to: –Monitor State agency (SA) and local educational agency (LEA) subgrantees’ implementation of Title I, Part D (Part D)-funded programs. –Implement a monitoring process that involves conducting reviews on a set schedule and developing related monitoring protocols and tools. In turn, SAs and LEAs are responsible for monitoring the facilities and programs to which they allocate funds.

6 Conducting Subgrantee Monitoring Reviews Coordinators often conduct monitoring through: –Offsite review  Review documents (e.g., desktop review)  Administer self-assessment –Onsite review  Review documents  Interview SAs, LEAs (if SEA administers Subpart 2), and facilities  Conduct onsite reviews at facilities (e.g., classroom observations)

7 Conducting Offsite Monitoring Two primary methods: –Desktop monitoring  SEA requests information/data, subgrantees submit, and SEA determines compliance. –Self-assessment  Subgrantees complete and inform SEA of compliance.

8 Steps for Offsite Monitoring Process 1.Set your offsite monitoring schedule. 2.Develop your tools/protocols. 3.Gather information/data. 4.Review information/data. 5.Respond to information/data provided.

9 Checklist for Subgrantee Monitoring

10 Onsite monitoring reviews tend to be short and infrequent. Staff turnover tends to be high. Title I, Part D, requirements can be challenging to understand. Offsite monitoring is often necessary, but can be challenging without effective communication and tools that help to –Coordinate the receipt of appropriate materials –Coordinate between your team of reviewers –Address issues as they arise Subgrantee Monitoring Challenges

11 Questions About Subgrantee Monitoring? ?

12 Resources for Coordinators NDTAC’s Guide to Meeting Compliance Requirements for the Title I, Part D, Program ( delinquent.org/nd/topics/index2.php?id=6) delinquent.org/nd/topics/index2.php?id=6 ND Communities’ Monitoring and Compliance topic page for examples of subgrantee monitoring forms and protocols topics-resources-revised/monitoring- compliance/#subgrantee) topics-resources-revised/monitoring- compliance/#subgrantee Your NDTAC State Liaison!

13 Small Group Activity In small groups, discuss findings that would result from your scenarios and explain why (see handout) Choose someone to report out for your group Discussion