1. Georgia Department of Education GCEL Conference February 26-28, 2018
New Directors 102, Part B Title I Timeline for Implementing, Monitoring and Evaluation
February 26, 2018

2. Presenters
Marijo Pitts Sheffield Georgia Department of Education Title I Education Program Specialist (912) JaBra Harden Fuller (229) Clarice Howard (470)
February 26, 2018

3. Georgia Systems of Continuous Improvement
February 26, 2018

4. New Directors 101
New Directors 101 was presented during the summer New Directors one day training. It provided an overview of how to have a successful 1st half of the year for new Title I Directors.
Timeline (July - December)
Toolbox
Handbook
Overview of ND 101 materials and tools
February 26, 2018

5. What is Next? Timeline: Session 102 Part A
Implementation
Fiscal Requirements
Budget Review
Carryover
Amendments
Cash Management (Draw Downs)
Travel
Contracts
Inventory
Time and Effort
February 26, 2018

6. New Directors 102, Part B
This session is designed to provide an overview of how to have a successful 2nd half of the year for new Title I Directors. This session will provide information on evaluating and monitoring the Title I, Part A program.
Timeline (January - June)
Monitoring
Evaluation
February 26, 2018

7. Celebrate Good Times
February 26, 2018

8. Timeline June - December
Celebrate Good Times
CLIP – Stakeholder Involvement and Needs Assessment
Monitoring of the implementation of Title I Program
Original Budget Approved and Entered in Local Financial System
Required Parental Involvement Activities
Distribution of Required Notification for EL
Private School Consultation
Compliant Procedures - Disseminated, Private Schools
Completion Reports – Carryover Calculated
On Track with Expenditure of Funds and Drawdowns
Personnel Review (federally paid staff) - CPI
Comparability (Title IA)
February 26, 2018

9. Title I Timeline for Successful Program Implementation
February 26, 2018

10. What is Next? Timeline: January - June
Technical Assistance
Progress Monitoring
Surveys
Input Meetings – All Stakeholders
Program Effectiveness Plans
Evaluations
Data Review
Formative
Summative
February 26, 2018

11. Technical Assistance
Providing technical assistance for Title I implementation and compliance
Consultation….Help….Guidance….Support
February 26, 2018

12. What to Consider When Setting up Technical Assistance to Schools
Where to provide?
When to provide?
Who should attend?
What items to include/discuss?
How to provide?
How to document?
What to Consider When Setting up Technical Assistance to Schools
February 26, 2018

13. Key Thoughts Regarding Technical Assistance to Title I Schools
The LEA:
is responsible for oversight
must monitor its activities
must cover each program, function or activity, and
will adopt and use proper methods of administering each program
General Assurances. LEA-team. Coordinate and Collaborate
Key Thoughts Regarding Technical Assistance to Title I Schools
February 26, 2018

14. Where and When to Provide Technical Assistance
Central Office
On-site at the school
Combining schools in same grade span
Virtually
Coordinate and collaborate with all members of the LEA
Where and When to Provide Technical Assistance
February 26, 2018

15. Who Should Attend the Technical Assistance
Anyone overseeing the implementation of the School’s Title I Program
Principal
Bookkeeper
Parent Coordinator
Person responsible for conducting Inventory – when needed
Data Collections Staff-FTE Clerk/CPI
Others
District Parent Coordinator
Administrative Assistant – take notes
Private School Administration and Teachers as appropriate
Add private school
February 26, 2018

16. What information should be provided
Title I policies and procedures (DOE and LEA)
Title I requirements
Clear Expectations
Timelines – Due dates and deadlines
Checklists
Guidance for operating a Title I program
Data Analysis
Show sample Henry’s PPt for Principals
February 26, 2018

17. LOGIC MODEL Smart Goal: Name of Intervention/Strategy/Practice:
Current Research Available that demonstrated rationale that suggests it may work:
Intervention Population:
Person Responsible:
Implementation Plan of Action:
How will the success be measured? What is the districts theory of change from this intervention?
What are the outcomes or milestones that will evaluate success?
Mid-Year
End of Year
February 26, 2018

18. Ways to provide Scheduled Face to Face Meetings Conference calls
Go-to-meetings s
Phone calls
Everything you do
February 26, 2018

19. Ways to Document Sign in sheets Meeting agendas (agenda template)
Meeting minutes
Copies of s
Checklists with feedback notes
Calendars
February 26, 2018

20. February 26, 2018

21. Sample Documentation
February 26, 2018

22. New Director’s Tool Kit
February 26, 2018

23. Monitoring Title I Programs for Implementation and Effectiveness
Includes private school
February 26, 2018

24. Process for Monitoring Title I Schools
Monitoring is an essential for ensuring that all facets of the Title I program are implemented according to Federal law and guidance.
It gives the District a systematic process for providing technical assistance.
It provides data and information to guide schools to successful program implementation and excellence. 
It is used as a means of knowing and recording activities taking place in Title I Schools.
Internal controls/ procedures
Every day work-job embedded
February 26, 2018

25. Process for Monitoring Title I Schools
Critical to this process is the feedback provided to schools that can assist in improving student academic achievement.
District monitoring addresses the following:
Ensuring that all Title I activities are carried out in accordance with federal guidelines,
Monitoring inventory and equipment usage,
Meeting academic achievement goals,
Compliance with budgetary guidelines
February 26, 2018

26. Onsite Monitoring Procedures
All Title I schools including participating private schools are subject to on-going monitoring by the Title I Director throughout the school year to ensure compliance with Title I guidelines.
Feedback is provided to principals and other personnel via checklists and descriptive information.
February 26, 2018

27. Procedures Timeline for Monitoring of Federal Programs
 Training, technical assistance, and updates will be provided throughout the year to staff and will include but not be limited to the following topics:
Budgets
Purchasing
Compliance Issues
Parent Engagement
Schoolwide Plans
School-Parent Compacts
School Parent and Family Engagement Plan
Comprehensive Needs Assessment
Monitoring
Academic Achievement
Inventory
Ethics/Fraud/Complaints
CLIP
Homeless Students
February 26, 2018

28. Sample Timeline February 26, 2018
e r
Monthly School Expenditure Reports Due- November Expenditures (Dec. 10)
Review of previous month expenditures and payroll reports
Consult with private schools wishing to participate in Federal Programs for FY19
Submit documentation of building parent capacity
50% of budgets should be expended December
50% of budgets should be expended
November Time Logs due for Split-Funded Personnel (Dec. 10)
January
Periodic Certifications for first ½ of school year.
Begin preparations for next year SWP.
Revise SIP to align with carryover funds
Budget carryover funds
Monthly School Expenditure Reports Due- December Expenditures
Schools compile data at their site to determine needs for the following year.
Redelivery of 3rd parent engagement professional learning modules.
Needs Assessment Stakeholder Survey opens
Monthly school expenditure reports due-February Expenditures (Mar.10)
Review previous month expenditures and payroll reports
All non-salary funds should be expended (Mar. 31)
Onsite monitoring
February Time Logs due for Split-Funded Personnel (Mar. 10)
April
Begin revisions of Title I Parental Engagement Plan, Title I Schoolwide Plans, and School-Parent Compacts
Monthly school expenditure reports due- March Expenditures (Apr. 10)
Annual Survey of Parent Involvement to gauge the effectiveness of parental involvement activities window opens
March Time Logs due for Split-Funded Personnel (Apr. 10)
February 26, 2018

29. Timeline Continue July CLIP due to GADOE (July 29)
Equity Action Plan due to GaDOE (July 29)
Effectiveness Plan due (July 29)
School Improvement/Schoolwide Plan (SIP/SWP) Meetings
Administrator Training to review Federal Program guidelines
Title I system meeting with stakeholders
Title IC Implementation plans due- July 15
Intradistrict Transfer Policy Notification (multiple ways) by July 1
Parent Notification that school is Title I (multiple ways) – July 29
Direct Parent Notification that school is Priority or Focus (If Applicable) – July 29
Update SSIP, components 1-6 and CEIS if applicable, Pre-school exit data submission, postsecondary outcomes, submission and child find and early childhood submission (July 29)
August
Title I Section 1118 Professional Training to faculty and staff
Title I Parent Feedback Meetings with Breakout sessions with individual schools
School Improvement/Schoolwide Plan (SIP/SWP) revisions due to BOE
Work on School Compacts/Parent Involvement Policy
Provide Technical Assistance to Principals, Technology Specialist, Homeless Liaison, and Parent Involvement Coordinator
Solicit input from ALL parents on Compacts, SWP/SIP and Parent Involvement Plan
Notification of FY 17 Allocations
Post Parent’s Right to Know Letter and System Notification Letter on school web
February 26, 2018

30. LEA Reporting and Corrective Action Process for Monitoring
A successful monitoring process for Title I schools provides principals and other staff a clear understanding of what is expected, of areas to improve, and specific steps to implement improvement toward compliance and excellence.
A simple form such as the one below can be used to accomplish this goal:
February 26, 2018

31. Mid-Year Monitoring Checklist
Title I Schoolwide/Targeted Assistance Program
Mid-Year Checklist
Completed On: _________________
School: _______________________
Title I Funded Personnel Verification
Schoolwide/Targeted Assistance Personnel Schedules
Schoolwide/Targeted Assistance
Schoolwide/Targeted Assistance Checklist completed and attached to plan
Shared Decision Making Documentation on File
Original Budget Narrative Approved
Property Inventory Completed
Mid Year Amendment-Supporting Documentation
Periodic Certifications/Time Logs
Principal Signature and Date: __________________________________
Title I Director’s Signature and Date: _____________________________
All missing items should be forwarded to the Title I office no later than January 24, Thank you!
February 26, 2018

32. End of Year Checklist Title I Schoolwide Program
End of the Year Monitoring Checklist
Completed on: ____________________________________
School: __________________________________________
Title I Funded Personnel Form
Schoolwide Teacher Schedules
Schoolwide Plan Update
Schoolwide Plan Meeting and Sign-In Sheet Documentation
Original Budget Narrative
Amended Budget Narrative
Fall Property Inventory (completed at school level--December)
Spring Property Inventory (completed on-site through spot check--May)
Paraprofessional Logs
February 26, 2018

33. End of Year Checklist Applicable Conference Feedback Forms and Agendas
Budget spent to 100%
Schoolwide Shared Decision Making Protocols Documentation (announcement through multiple means,
agendas, sign-in sheets, feedback documentation, meeting minutes)
Schoolwide Plan Revisions for upcoming year
Preliminary Personnel Decisions for upcoming year
New Parent Compact for upcoming year
Parent Involvement Plan for upcoming year  
Principal: _______________________________________________
Title I Director: ____________________________________________ 
All missing items should be ponied or submitted electronically to our office no later than Friday, June 20th. Thank you for your help! 
February 26, 2018

34. Sample Written Procedures for Required Corrective Actions
Corrective Action Memos are issued by Federal Program Directors to school principals when schools are found to be out of compliance.
The memo is directed to the school principal and other administrative staff as applicable.
The memo clearly states the finding(s) and the required corrective action(s).
The deadline for compliance is given.
The principal and other staff as appropriate must sign verifying acknowledgement that corrective action is necessary to comply with federal regulations.
Once all findings have been corrected, the federal programs director signs and dates confirming that all findings have been corrected.
General Assurances
February 26, 2018

35. Sample Corrective Action Memo
To: _________________________
From: ________________________
Date: _________________________
Re: _________________________
(Federal Program being addressed)
After reviewing ___________________, the following finding(s) have been noted:
Finding 1: (State finding)
Finding 2: (State finding)
Required Corrective Action: ____________________________________________________Due Date: ___________
By signing below, we acknowledge that corrective action is necessary to comply with Title I regulations.
_________________________ _____________
School Principal Date
Other Admin Staff Date
Office Use Only:
By signing below, the Federal Program Director confirms that all findings have been corrected.
________________________ ____________ Federal Program Director Date
February 26, 2018

36. New Director’s Tool Kit
February 26, 2018

37. Elbow Partner Turn and Talk
February 26, 2018

38. Evaluation Progress Monitoring
(1.) Observing Services in Action On-going
Who is involved?
What do you review?
How do you know programs are implemented as designed?
How is this process documented?
How do you know it is working?
What do you do now if it is not working?
CHART
February 26, 2018

39. Evaluation Program Effectiveness
(2.) Gathering of Information: Surveys, Input Meetings, Etc.
What information is gathered?
Who is involved?
What is the process, procedures, technical assistance?
?How is this process documented
February 26, 2018

40. Evaluation Data Review
(3.) Formative Assessment
Who is involved?
What do you review?
What is the process, procedures, technical assistance?
How is this process documented?
February 26, 2018

41. Evaluation Bottom Line: How do you know plans/programs are working?
What do you do now if plans/programs are not working?
During the school year?
End of school year?
Talking Point Handout
February 26, 2018

42. Inspect What You Expect
February 26, 2018

43. Words of Wisdom From Veteran Director
“Do not hesitate to ask for support from your peers and area specialist!”
February 26, 2018

44. Questions
February 26, 2018

45. Area Specialists February 26, 2018 METRO 1 METRO 2 METRO 3 Metro RESA
Robyn Planchard
Olufunke Osunkoya
Sherri Minshew
(404)
(678)
Reward Schools; Reward Districts; ConApp; COP
Eligible Attendance Areas
Charter Schools
NW 1
NW 2
NW 3
North GA & Nortwest GA RESA
West Georgia & Northwest GA RESA
Griffin & Middle GA RESA
Anne Marie Wiseman
Anthony Threat
Clarice Howard
(678)
(404)
Professional Qualifications
Targeted Assistance Programs
Community Eligibility Provision (CEP)
SW1
SW2
Chattachoochee RESA
Southwest RESA Flint
Kim Ezekiel
Bobby Trawick
(229)
(229)
EL/Completion
Preschool/Discipline
SE 1
SE 2
SE 3
Coastal Plains & Okefenokee RESA
First District & Okefenokee RESA
Heart of GA & First District RESA
JaBra Harden Fuller
Marijo Pitts-Sheffield
Elaine Dawsey
(229)
(912)
(478)
Monitoring
Private Schools
Schoolwide; Private Schools
NE 1
NE 2
NE 3
Central Savannah & Oconee RESA
Pioneer RESA
Central Savannah & Northeast GA RESA
Tammy Wilkes
Grace McElveen
Kathy Pruett
(478)
(912)
(706)
Evidenced-Based Instruction
Title I Website & Title I Procedure Manual
Comparability
February 26, 2018

46. Georgia Department of Education GCEL Conference February 26-28, 2018
New Directors 102, Part B Title I Timeline for Implementing, Monitoring and Evaluation
February 26, 2018