1. Title I, Part A Preparing for Federal Program Monitoring
Virginia Department of Education
Office of Program Administration and Accountability
Title I, Part A, Federal Program Monitoring Webinar
October 24, 2018

2. Overview Federal Program Monitoring Schedule Process Protocol
FPM Summary
Technical Assistance Areas of Note
Questions and Answers

3. Monitoring Schedule

4. Schedules
Federal Program Monitoring Schedule for Certain Programs under the Elementary and Secondary Education Act of 1965, as Amended 
Federal Program Monitoring Three Year Schedule through  

5. Divisions Scheduled for FPM in 2018-2019
Amelia County
Appomattox County
Arlington County
Bath County
Bedford County
Bland County
Bristol City
Buena Vista City
Campbell County
Carroll County
Charlotte County
Chesapeake City
Covington City
Culpeper County Danville City Essex County Fluvanna County Franklin County Galax City Goochland County Greensville County Highland County Isle of Wight County Lancaster County

6. Divisions Scheduled for FPM (continued)
Louisa County
Manassas City
Martinsville City
Mecklenburg County
Middlesex County
Page County
Patrick County
Pittsylvania County
Powhatan County
Russell County
Shenandoah County
Smyth County
Southampton County
Suffolk City Surry County Sussex County Warren County Westmoreland County Williamsburg-James City County Wise County Department of Juvenile Justice (Title I, Part D, only) State Operated Programs (Title I, Part D, only)

7. Monitoring Process

8. VDOE Process FPM Webinar On-site/Online FPM FPM Technical Assistance
Distribution of Compliance/Non-Compliance Letters

9. LEA Process Protocol Document Review Evidence Collection System
Self Monitor and Request VDOE Assistance
Virtual or Onsite FPM Participation
Response to Recommendations/Findings

10. Monitoring Protocol

11. Where can I find the Title I, Part A, FPM Protocol Document?

12. New Format
1.0: The SEA conducts monitoring of its subgrantees sufficient to ensure compliance with Title I, Part A program requirements. [Section 1003 of ESEA and of EDGAR]
Guiding Question
1.0a When was the last time you were monitored by the SEA?
Acceptable Evidence
Copies of monitoring letters monitoring letters
Corrective actions
Results of technical assistance

13. New Format Continued Interview Question
Explain the monitoring process, including on-site procedures, data review, the reporting, and corrective action processes, as it pertains to most recent monitoring by the SEA.
LEA Response
Click or tap here to enter text.

14. New Format Continued State Educational Agency Response
Click or tap here to enter text.
Sufficient Documentation
Yes No NA

15. Red Items do not Require a Response
Guiding Question 1.1b Within each LEA do individual school reports include all of the preceding plus: whether the school has been identified for school improvement; and information that shows how the school’s student achievement on the statewide academic assessments and other indicators of federal requirements compared to students in the LEA and the state. State Educational Agency Response The SEA provides LEA and school quality profiles via the SEA Web site. The SEA – generated school quality profiles contain all the data required under Section Sufficient Documentation Yes No NA

16. Evidence Collection

17. Title I, Part A, 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

18. Evidence Collection Continued
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

19. Order of File Folders on Flash Drive
1.0 b
1.1 a
1.1 b

20. Each folder should contain evidence for the protocol item
AES School Quality Profile
BES School Quality Profile
CES School Quality Profile
DES School Quality Profile

21. Prior to a Virtual Visit
The SEA will send a confirmation to the LEA with an address for mailing the flash drive and completed protocol and the date by which it is due.
The LEA will mail the flash drive including all necessary evidence for Title I, Part A, and Title V, Part B, Subpart 2, (if applicable), as well as, a file with the completed protocol(s) two weeks prior to the monitoring date.
The SEA will details for connecting via phone prior to the monitoring visit.

22. Prior to an Onsite Visit
The SEA will send a confirmation to the LEA with the date by which the protocol is due.
The LEA will the completed protocol for Title I, Part A, and Title V, Part B, Subpart 2 (if applicable) two weeks prior to the monitoring date.
The SEA will communicate with the LEA regarding location of the monitoring visit and other necessary details.

23. FPM Summary

24. 2017-2018 - Title I Part A Most Common Findings
2.1a. Has the LEA ensured that all teachers working in a Title I program meet applicable state certification and licensure requirements?
2.4a Does the LEA provide assistance or guidance to schools to plan and develop or review and revise their schoolwide plans?

25. 2.4 Developing a Schoolwide Program
On the Title I, Part A, website, under Guidelines and Procedures on the State Resources Tab:
Schools: Identification and Service Delivery Models 
ESSA Schoolwide Plan Template (Word) – NEW

26. 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, as well as, compliance.

27. Questions?

28. VDOE Contact Information
Latonia Anderson
Tiffany Frierson
Shyla Vesitis

29. Title V, Part B, Subpart 2 Preparing for Federal Program Monitoring
Virginia Department of Education
Office of Program Administration and Accountability
Title I, Part A, Federal Program Monitoring Webinar
October 24, 2018

30. Title V, Part B, Subpart 2, Protocol Document
Where can I find the Title V, Part B, Subpart 2, FPM Protocol Document

31. Divisions Scheduled for Title V, Part B, Federal Program Monitoring 2018-2019
Buena Vista
Carroll
Charlotte
Covington
Danville
Essex
Galax
Greensville
Lancaster
Louisa
Martinsville
Mecklenburg
Middlesex
Page
Patrick
Russell
Smyth
Southampton
Sussex
Westmoreland
Wise

32. VDOE Monitoring Process
FPM Webinar
On-site/Online FPM
FPM Technical Assistance
Distribution of Compliance/Non-Compliance Letters

33. LEA Process Protocol Document Review Evidence Collection System
Self Monitor and Request VDOE Assistance
Virtual or Onsite FPM Participation
Response to Recommendations/Findings

34. Federal Program Monitoring Components
Components of the Monitoring Protocol Document include:
Review of Previous Monitoring
Program Application
Program Monitoring and Evaluation
Fiscal Requirements

35. Federal Program Monitoring Review of Previous Monitoring
When was the last time the division was monitored?
What findings, if any, were indicated as a result of the monitoring visit?
Was there any follow- up to ensure that findings were corrected/ addressed?

36. Federal Program Monitoring Program Application
What is the LEA process for review and approval of the local application?
Acceptable Evidence = most recently approved annual application, needs assessment analysis

37. Federal Program Monitoring Program Monitoring and Evaluation
Do the selected activities relate to the specified measurable objectives?
Acceptable Evidence = evidence-based materials aligned with measurable objectives, professional development sign-in sheets, reimbursement requests
What evidence can be provided to show the activities were effective?
Acceptable Evidence = student assessment data, staff surveys, student surveys, professional development evaluations

38. Federal Program Monitoring Fiscal Requirements
Does the school division ensure that funds expended correlate with activities outlined in the approved funding application?
Acceptable Evidence = application, reimbursements
Does the LEA adhere to the proper accounting of time and attendance for Title V, Part B, Subpart 2 paid staff?
Acceptable Evidence = certification of pay document, personnel activity report document

39. New Format

40. Evidence Collection
Establish electronic filing system to mirror protocol document.
Assign areas of responsibility among staff involved in the implementation of the program.
Establish timelines and procedures for collection of evidence.

41. Evidence Collection Continued
Establish self-monitoring system to include collection and review of all elements annually.
Review protocol document annually.
Request clarification on any items from the VDOE Title V, Part B, specialist.

42. 1.0 a not applicable 1.0 b not applicable 1.0 c not applicable 1.1 a
Order of File Folders
1.0 a not applicable
1.0 b not applicable
1.0 c not applicable
1.1 a

43. Each folder should contain evidence for each protocol item
Title V, Part B, Subpart 2, application
Locally Administered Surveys
Needs Assessment Results

44. Federal Program Monitoring
Monitoring Summary

45. Areas of Improvement Most Common Findings
2.1a Do the selected activities relate to the specified measurable objectives?
2.1 b What evidence can be provided to show the activities were effective?

46. Prior to a Combined Virtual Visit
The SEA will send a confirmation to the LEA with an address for mailing the flash drive and completed protocol and the date by which it is due.
The LEA will mail the flash drive including all necessary evidence for Title I, Part A, and Title V, Part B, Subpart 2, as well as, a file with the completed protocols two weeks prior to the monitoring date.
The SEA will details for connecting via phone the day of the monitoring visit.

47. Prior to a Combined Onsite Visit
The SEA will send a confirmation to the LEA with the date by which the protocol is due.
The LEA will the completed protocol for Title I, Part A, and Title V, Part B, Subpart 2, two weeks prior to the monitoring date.
The SEA will communicate with the LEA regarding location of the monitoring visit and other necessary details.

48. Questions?

49. VDOE Contact Information for Title V, Part B, Subpart 2
Latonia Anderson