1. Federal Program Monitoring (FPM) Chris McLaughlin Virginia Department of Education Office of Program Administration and Accountability Virginia Association for Federal Education Program Administrators Institute 2014

2. Agenda for Today’s Session Welcome and Introductions Goals and objectives for this session Program Concepts Federal Program Monitoring Cycle Federal Program Monitoring Protocols System for Success Conclusion Follow-up Training Opportunities & Support

3. Federal Program Monitoring Cycle Year 1 Year 2 Year 3 Three-Year Cycle

4. Purpose of Update Cycle Three-year Program Monitoring Cycle As a result of monitoring, the state is able to gather data about local educational agency (LEA) needs and use that data to design technical assistance initiatives. Thus, 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.

5. Federal Program Monitoring Identification of FPM Divisions FPM WebinarOn-site/Online FPM FPM Technical Assistance Distribution of Compliance/Non- Compliance Letters SEA Process

6. Federal Program Monitoring Protocol Document Review Evidence Collection & Sharing System Enhance Capacity for Systemic Processes Self Monitor & Request SEA Assistance FPM Participation & Response to Recommendations/ Findings LEA Process

7. Federal Program Monitoring: Protocol Document Where can I find the FPM protocol document? http://www.doe.virginia.gov/federal_programs/esea/federal_monitoring/index.shtml

8. Federal Program Monitoring: Protocol Document

10. Federal Program Monitoring: Evidence Collection Review protocol document annually Request clarification on any items from VDOE Establish self-monitoring system to include collection and review of all elements annually 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

11. Common Areas Eliciting Findings Title I, Part A Fiduciary Attestations PAR Semi-Annual Certifications Inventory Parent Involvement & Parental Notification Review of the LEA’s Title I plan Policy Compact Annual Meeting Annual Evaluation Right to Know Instructional Support Highly Qualified Staff Schoolwide Plans

12. Common Areas Eliciting Findings Title X, Part C Identification, Enrollment and Retention of Homeless Students Posters displayed in schools and other enrollment areas Potential under-reporting based on poverty counts Verification / Tracking form Instructional Support Title I Homeless Page Disaggregate SOL performance results for students experiencing homelessness Analyze and prepare actions Coordination of Services Keep agendas from meetings and trainings National School Lunch Program Homeless Education Policy

13. Omni Circular Monitoring will focus on compliance with applicable federal requirements and achieving performance goals.

14. Tips for Success Establish systems and procedures for self- monitoring on a regular basis. System to include chart delineating tasks, persons responsible, and timeline. System to focus on results, not just compliance. "The only way around is through." - Robert Frost

15. VDOE Contact Information: FPM Program Areas Lynn Sodat, Ph.D. Title I, Part A Improving Basic Programs Operated by Local Educational Agencies Lynn. Sodat@doe.virginia.gov Phone: (804) 371-2934 Diane Jay Title I, Part D Prevention and Intervention Programs for Children and Youth who are Neglected, Delinquent, or At-Risk Diane.Jay@doe.virginia.gov Phone: (804) 225-2905

16. VDOE Contact Information: FPM Program Areas Stacy Freeman Title III, Part A Language Instruction for Limited English Proficient and Immigrant Students Stacy.Freeman@doe.virginia.gov Phone: (804) 371-0778 Patricia A. Popp, Ph.D. Title X, Part C McKinney-Vento Homeless Education Program pxpopp@wm.edu Phone: (757) 221-7776

17. VDOE Contact Information Chris McLaughlin Primary Contact Title I, Part C & Federal Program Monitoring Chris.McLaughlin@doe.virginia.gov Phone: (804) 225-2901

18. Questions?