1. Title IV, Part B – 21 st Century Community Learning Centers Federal Program Monitoring Tiffany Frierson, Title II/IV Specialist Spring Institute March 10, 2016 Please find your monitor and sit according to your shape and color.

2. Monitoring Consultants John Conti Betty Hornick Janice Marston Ruth Murray Hope Trivette

3. Grantee Preparation for the Monitoring Visit Monitoring Sessions at the Spring Institute –Each monitor is assigned a color: –Session 1 participants - on their name badges –Session 2 participants - Conti- redMurray- green Hornick- blue Trivette- gold Marston - black or silver circle or star

4. List of who is being monitored- Session 1 School(s) Brunswick High School Syms Middle School Round Hill Elementary School Green Run Collegiate High School Meherrin Powelton Elementary School Spotswood Elementary School Westside Elementary School Warren County Middle School Enderly Heights Elementary School Stone Spring Elementary School Breckinridge, Lincoln Terrace, Addison, RAMS Clarke Elementary School Linkhorne Elementary School Castlewood Elementary School and Copper Creek Elementary School

5. List of who is being monitored- Session 1 School(s) Galax Middle School William Marvin Bass Elementary School Lebanon Elementary School Bassette Elementary School Perrymont, Robert E. Payne, T.C. Miller Castlewood High School Cary Elementary School Garden City Elementary School Lebanon Middle School Davis Middle SchoolHurt Park Elementary School Saltville Elementary School

6. List of who is being monitored- Session 2 Schools Liberty High School Moneta Elementary Fred M. Lynn Middle School Carroll County Middle School Belfield Elementary School Dublin Middle School and Pulaski Middle School Charles City Elementary School Greensville Elementary School Dalton Intermediate School Charles City High School Fieldale Collinsville Middle School McHarg Elementary School and Belle Heth Elementary School

7. List of who is being monitored- Session 2 Schools Central Middle SchoolMartinsville High School Luther Porter Jackson Middle School Falling Creek Elementary School A. P. Hill Elementary School Dogwood Elementary School Harrowgate Elementary School Brookneal Elementary School Baywood Elementary School and Fairview Elementary School Burke SchoolPrince Edward County Middle School and Prince Edward County High School R. Dean Kilby Elementary School

8. Monitoring Goals Compliance with reporting requirements Identification of needs for technical assistance Provide technical assistance Financial accountability Early identification of promising practices Opportunity to share experiences

9. Monitoring Logistics Monitoring will take place in April and May of 2016. Virginia Department of Education (VDOE) consultants will conduct monitoring visits and contact grant coordinators to schedule monitoring visits. –Marsha Granderson, Dawn Dill and Tiffany Frierson will also accompany VDOE consultants on a few monitoring visits.

10. Recipients Participating Year 1 (Cohort 14) Nonschool Division Grant Recipients Year 2 (Cohort 13) Recipients with significant finding(s) from the prior year Approximately 50 on-site visits will be conducted 14 grantees submitting documentation

11. Grantee Preparation for the Monitoring Visit Phase 1: Before the Visit Review the monitoring document/ reread the grant. Coordinate in advance if more than one grantee representative needs to be on-site for the interview. Develop and communicate a schedule for the monitoring visit with the monitor, including a break for lunch. (Lunch cannot be provided.) Prepare responses to required indicators.

12. Grantee Preparation for the Monitoring Visit Phase 1: Before the Visit Gather electronic or hard copy evidence for each indicator. Place evidence in file box organized by protocol question number.

13. Grantee Preparation for the Monitoring Visit Phase 1: Before the Visit Review your continuation application. Programmatic suggestions may be made based on monitoring findings.

14. Grantee Preparation for Monitoring Visit Phase 2: On-Site Procedures Provide a location for state and grantee representatives to meet to review evidence. Present documentation as it is organized according the order of the monitoring document. Monitors will also want to visit the program site and observe the program.

15. Grantee Preparation for the Monitoring Visit Phase 3: Follow Up Provide documentation as requested by VDOE staff or consultants within the request timeline. Following the visit, divisions will receive a letter indicating whether the division was in full compliance, or whether there are areas of non- compliance.

16. http://www.doe.virginia.gov/federal_programs/esea/title4/part_b/index.shtml VDOE WEBSITE

17. Monitoring Protocol 37 indicators Three general areas of protocol 1.Operational information 2.Grantee compliance requirements 3.Findings and recommendations

18. Protocol Design

19. Protocol Points of Interest Section Two- Calculations of program hours Section Three- Grantee Compliance Protocol pageQuestion number 41,3,4 55,7 611, 12, 13 718, 20

20. Protocol Points of Interest Findings vs. Recommendations Section 4- Previous findings Protocol pageQuestion number 825 927 1033, 36 Section Three- Grantee Compliance cont.

21. Questions

22. Preparation Tips for Monitoring Visits Sign up for extra time with monitor this afternoon.

23. Questions, Comments, Really Good Tips

24. VDOE Contact Information Ms. Marsha Granderson Education Specialist Regions 2, 4, and 5 Marsha.Granderson@doe.virginia.gov (804) 786-1993 Ms. Dawn Dill Grants and Reports Manager Regions 3 and 7 Dawn.Dill@doe.virginia.gov (804)786-9935 Ms. Tiffany Frierson Title II/IV Specialist Regions 1, 6, and 8 Tiffany.Frierson@doe.virginia.gov (804) 371-2682 Ms. Diane Jay Associate Director Diane.Jay@doe.virginia.gov (804) 225-2905