Title I, Part A Preparing for Federal Program Monitoring Lynn Sodat Virginia Department of Education Office of Program Administration and Accountability Title I University, October 29, 2015

Learning Outcomes for Today’s Session Federal Program Monitoring (FPM) The participant will be able to: 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)

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. 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.

FPM Summary of Title I, Part A, Findings Number of Divisions Monitored Number of Divisions with No Findings Number of Divisions with Findings Total Findings

FPM Summary of Title I, Part A, Findings Area of ImprovementFrequency 2.1c Highly Qualified Teachers and Paraprofessionals a Parental Involvement Policies 2 2.3e Convene Annual Meeting 2 2.7a Student Selection Criteria 1 3.1a Reallocation of Funds 3 3.2a Local Application Review 2 3.3e Proper Distribution of Funds 1 3.4b Comparability 1

FPM Process VDOE Process

FPM Process Protocol Document Review Evidence Collection & Sharing System Enhance Capacity for Systemic Processes Self Monitor & Request VDOE Assistance FPM Participation & Response to Recommendations/ Findings Division Process

FPM Protocol Document Where can I find the FPM protocol document?

FPM Protocol Document

Title I, Part A shaded items do not need to be addressed because they are either:  Provided by VDOE; or  Inactive due to the terms of ESEA Flexibility

FPM 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 Establish filing system to mirror protocol document – On-site: paper or electronic – Virtual: electronic only Assign areas of responsibility among several staff involved in the implementation of the program Establish timelines and procedures for collection of evidence Collect evidence and complete LEA Response column of protocol

FPM Evidence Collection System

Next Steps for 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. Review the FPM protocol with appropriate staff and complete evidence collection process (electronic or paper documentation), including LEA Response column of protocol. Secure location suitable for FPM on-site meeting for the established meeting date. Contact your assigned program specialist during preparation if any questions arise. Follow-up with assigned FPM specialist to confirm meeting date logistics two weeks in advance.

Next Steps for 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. Review the FPM protocol with appropriate staff and complete evidence collection process (electronic documentation only), including LEA Response column of protocol. Secure location with access to phone, computer, and internet for FPM webinar for the established meeting date. Contact your assigned program specialist during preparation if any questions arise. Save all documentation on a flash drive and mail documentation to specialist for review at least two weeks prior to the established webinar date. Include protocol with completed LEA Response column on flash drive. NOTE: Do not include information on the flash drive that could identify individual students.

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, not just compliance.

VDOE Contact Information: Title I, Part A, Specialists Regions III, VI, and VII Gabie Frazier Regions II, IV, and VIII Chris McLaughlin Regions I and V Shyla Vesitis

VDOE Contact Information: Title I, Part A, Coordinator Dr. Lynn Sodat Title I, Part A, Coordinator VDOE Title I, Part A, staff contact information, including specialists’ assigned divisions, is posted on the VDOE Title I, Part A, Web siteTitle I, Part A, Web site.