1. Be Prepared: Federal Program Monitoring
Virginia Department of Education
Coordinators’ Technical Assistance Academy
July 2018

2. Five Major Sections Federal Requirements for Serving ELs
Language Instruction Educational Program and ELD Standards
Accountability and Assessment
Programmatic Implementation
Fiduciary

3. Where to Begin? ESL coordinator & staff review the 5 sections
Identify 1–3 areas of strength in each section
Identify 1–3 areas for growth
Develop a timeline: August to January
Buddy with another ESL coordinator
Make this your professional goal?

4. Sections 1–2 Federal Requirements for Serving ELs
division has process for identifying and placing ELs
division has a language instruction educational program (LIEP)
LIEP and ELD Standards
The ELD standards are in the division-wide curriculum
All teachers of ELs implement ELD standards
Professional development activities

5. Sections 3–5 Accountability and Assessment Programmatic Implementation
ELs participate annually in WIDA and SOL tests
Analysis of EL proficiency and progress data
Programmatic Implementation
Title III program evaluation & needs assessment
Parent notifications
Fiduciary
Expenditures of Title III funds
Comply with supplement, not supplant, provision

6. Turn and Talk In which areas is your program strong?
Where is there room for growth?
Federal Requirements for Serving ELs
Language Instruction Educational Program and ELD Standards
Accountability and Assessment
Programmatic Implementation
Fiduciary

7. In August Create a Share Drive with: Create the timeline
A folder for each of the five FPM sections
A folder for every guiding question in each section
Section 1 = 8 Folders
Section 2 = 3 Folders
Section 3 = 6 Folders
Section 4 = 7 Folders
Section 5 = 5 Folders
Create the timeline
Give ESL staff FPM template & our timeline
Discuss areas of strength & areas for growth

8. In September Have 34 folders in the Share Drive
Develop naming conventions for files
Examples: CCS LIEP (see folder I)
Syllabi for ESL Reading – Walker
CHS schedule – level 1 student
Data analysis – Buford Math
Assessment participation plan – Clark
OMEGA Spend Down Report
IY expenditure report

9. September PL Session Division PL Day – 3 hour session
Have staff bring a device
Share evidence collection system – folders inside folders
Share naming conventions for files
Put staff into teams: mix schools, grade levels, expertise
Assign each group three FPM sections; balance the work
Teams add evidence to Share Drive
Guiding Questions may need multiple evidence

10. In October Review evidence added to each folder
Note where there are gaps
Create chart showing where evidence is needed
Share chart with staff & set deadline for staff to add evidence
Send specific requests to Finance, Assessment, and HR departments
Keep supervisor abreast of FPM progress

11. In November Review evidence in each folder
Note which questions need more/better evidence
Send reminders for evidence to specific staff
Contact an ESL coordinator with your questions
Begin writing LEA responses to Guiding Questions

12. Writing LEA Responses 3.1b Guiding Questions Acceptable Evidence
Probing Questions
LEA
Response
LEA Evidence
3.1b
What process does the LEA use to ensure the signed assurances and certifications are being met?
Title III application
Signed assurances
LEA staff discusses the process used to ensure assurances and certifications are signed.
Application goes to School Board for 1st reading. Staff explains rationale for goals, objectives, and budget. At next Board meeting, application is presented for approval. Once approved, Board Chair and Superintendent sign assurances.
(see folder 3.1a)

13. LEA Response for 1.1b
FOLDER 1.1b How has the LEA incorporated the ELD standards into the divisionwide curriculum? A link to the ELD standards is available to every teacher and administrator via the division’s Canvas site: ESL & WIDA Standards. Teachers have this resource as a link on the CCS Guides for Pacing and Standards (GPS) for their grade level and /or content area(s). This allows them to readily incorporate the standards in their curriculum and instruction. In addition, the curriculum and instruction leadership team works with reading specialists, math specialists, and classroom teachers to incorporate the standards into the curriculum.

14. Evidence for 1.1b
FOLDER 1.1b How has the LEA incorporated the ELD standards into the divisionwide curriculum?
Canvas – ESL & WIDA Standards (see folder 1.1a)
Lesson Plan - 2nd Grade
Lesson Plan – 4th grade Math
Lesson Plan - Earth Science grade 8
Lesson Plan - CHS US Government
Standards on Canvas Courses (see folder 1.1a)
Syllabi for ESL A & ESL B – Buford

15. CCS Approach
FOLDER 4.1a How does the LEA track the Title III allocation for the current year? LEA staff discusses procedures for tracking Title III allocation expenditures.
The Title III coordinator must approve every Title III purchase as indicated by her signature on the appropriate form. She forwards the signed form to the administrative technician for Title programs who enters the expenditure into the system. On a regular basis, the Title III coordinator receives an expenditure report to double-check the accounts. In addition, the division’s budget coordinator oversees OMEGA reimbursement requests and spend down reports from VDOE. This system has many checks and balances in place so all Title III funds are carefully monitored.
Consolidated Application (see folder 3.1a)
OMEGA CH 7 Spend Down Report
OMEGA CH 8 Spend Down Report
OMEGA Reimbursement Request
OMEGA Reimbursement Request
Supt’s Memo – Title III allocation
Title III Expenditure Report 16–17
Title III Expenditure Report 17–18

16. In December
Continue working on LEA responses to the Guiding Questions and Probing Questions
Update ESL staff on our progress
Finish collecting all evidence
Check: Is evidence in the correct folder?

17. In January Complete LEA responses
Have proofreader be new to the program
Is the right evidence in the right folder?
Does the evidence listed match what’s in the folder?
Are the interview responses clear and accurate?
Prepare the disk for VDOE
Have everything completed by January 15

18. My AHAs!! Involve all ESL staff members in FPM process.
Stick to the timeline. It takes longer than you think.
The process can help “fill the gaps” in your ESL program.
Celebrate when it’s done!!!

19. Contact Information
Beverly Catlin
Coordinator of Instruction
Charlottesville City Schools