Successful Program Implementation: Meeting Compliance Statutes Virginia Department of Education Office of Program Administration and Accountability Title.

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Presentation transcript:

Successful Program Implementation: Meeting Compliance Statutes Virginia Department of Education Office of Program Administration and Accountability Title I University, October 30, 2014 Chris McLaughlin

Learning Outcomes for Today’s Session Federal Program Monitoring (FPM) The participant will be able to: Identify division’s participation window within the three-year FPM cycle Locate the FPM protocol (Title I, Part A) Formulate action plan for FPM visit Organize documentation in advance of FPM visit Identify acceptable evidence to support responses Provide responses to probing questions Respond to schedule request for FPM visit (on-site or virtual) Institutionalize preparation as a systemic cycle for success

Federal Program Monitoring Cycle Year 1 Year 2 Year 3 Three-Year Cycle

Purpose of FPM As a result of monitoring, the state is able to gather data about local educational agency (LEA) needs and use these data to design technical assistance initiatives. Thus, monitoring serves not only as a means for helping LEAs achieve high-quality implementation of educational programs; it also helps the state to provide necessary support for LEAs. Monitoring of programs administered by the state is necessary to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education.

Federal Program Monitoring Identification of FPM Divisions FPM WebinarOn-site/Online FPM FPM Technical Assistance Distribution of Compliance/Non- Compliance Letters SEA Process

Federal Program Monitoring: Schedule (Superintendent’s Memo No )

Federal Program Monitoring Protocol Document Review Evidence Collection & Sharing System Enhance Capacity for Systemic Processes Self Monitor & Request SEA Assistance FPM Participation & Response to Recommendations/ Findings LEA Process

Federal Program Monitoring Protocol Document Review LEA Process

Federal Program Monitoring: Protocol Document Where can I find the FPM protocol document?

Federal Program Monitoring: Protocol Document

Federal Program Monitoring Evidence Collection & Sharing System LEA Process

Federal Program Monitoring: Protocol Document

Federal Program Monitoring: Evidence Collection System

Federal Program Monitoring: Protocol Document FPM Title I, Part A Table – Shaded items are either 1)provided by VDOE; or 2)Inactive due to the terms of ESEA flexibility Do not address shaded items.

Federal Program Monitoring Enhance Capacity for Systemic Processes LEA Process

Federal Program Monitoring: Evidence Collection 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

Federal Program Monitoring: Enhancing Capacity

2.1a

Federal Program Monitoring: Enhancing Capacity 2.1a

Common Areas Eliciting Findings Title I, Part A Fiduciary Attestations PAR Semi-Annual Certifications Inventory Parent Involvement & Parental Notification Review of the LEA’s Title I plan Policy Compact Annual Meeting Annual Evaluation Right to Know Instructional Support Highly Qualified Staff Schoolwide Plans

 Are the required documents present?  Are the probing questions answered? Highly Qualified Staff 2.1c

 Are the required documents present?  Are the probing questions answered? Schoolwide Programs 2.6a

 Are the required documents present?  Are the probing questions answered? Parent Involvement 2.3a

 Are the required documents present?  Are the probing questions answered? Parent Involvement 2.3a 2.3b

 Are the required documents present?  Are the probing questions answered? Parent Involvement 2.3c 2.3d 2.3e

 Are the required documents present?  Are the probing questions answered? Parent Involvement 2.3e 2.3f

 Are the required documents present?  Are the probing questions answered? Parent Involvement 2.3g 2.3h 2.3i

 Are the required documents present?  Are the probing questions answered? Parent Involvement 3.3h

Federal Program Monitoring Self Monitor & Request SEA Assistance LEA Process

Federal Program Monitoring FPM Participation & Response to Recommendations/ Findings LEA Process

Federal Program Monitoring FPM Participation & Response to Recommendations / Findings

Next Steps… On-Site FPM Schedule a meeting date with assigned FPM specialist. The VDOE specialist will contact the division Title I coordinator. The window for FPM is January through March. Reserve one day for the actual meeting. Per today’s session, review the FPM protocol with respective staff and complete evidence collection process (electronic or paper documentation). Secure location suitable for FPM meeting for the established meeting date. Contact your assigned program specialist during preparation if any questions arise. Follow-up with assigned specialist to confirm meeting date logistics two weeks in advance.

Next Steps… Virtual FPM Schedule a meeting date with assigned FPM specialist. The VDOE specialist will contact the division Title I coordinator. The window for FPM is January through March. Reserve one day for the actual webinar. Per today’s session, review the FPM protocol with respective staff and complete evidence collection process (electronic documentation only). Secure location suitable for FPM webinar for the established meeting date. Contact your assigned program specialist during preparation if any questions arise. Send documentation to specialist for review at least two weeks prior to the established webinar date.

VDOE Contact Information: Title I, Part A Lynn Sodat, Ph.D., Title I Coordinator Lynn. Phone: (804) Gabie Frazier, Title I Specialist Phone: (804) Chris McLaughlin Phone: (804)

Questions?