Title I, Part A Preparing for Federal Program Monitoring Chris McLaughlin

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Title I, Part APreparing for Federal Program
MonitoringChris McLaughlin

• Virginia Department of Education
• Office of Program Administration and
  Accountability
• July 2015 Coordinators Academy

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Agenda for Todays Session
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Session Goals/Objectives

• To develop a broader understanding of the
  monitoring protocol elements to enhance student
  achievement
• To gain an understanding of what documents are
  needed to ensure program compliance and improved
  academic achievement

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Federal Program Monitoring Cycle
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Three-Year Cycle
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Three-Year Cycle
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Federal Program Monitoring Process
VDOE Process
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Federal Program Monitoring Process
Division Process
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Federal Program Monitoring Protocol Document
Where can I find the FPM protocol
document? http//www.doe.virginia.gov/federal_pro
grams/esea/federal_monitoring/index.shtml
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Federal Program Monitoring Protocol Document
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Federal Program Monitoring Protocol Document
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Federal Program Monitoring 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
• 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

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FPM 2014-2015 Summary
Number of Divisions Monitored   Title I, Part A, Title I, Part D, Title III   Number of Divisions No Findings Number of Division Findings Total Findings
 47       23   24   29
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FPM 2014-2015 Summary
Federal Program Area Area of Improvement Frequency
Title I 2.1c (Instructional Support Highly Qualified Teachers and Paraprofessionals) 16
Title I 2.3a (Parental Involvement Policies) 2
Title I 2.3e (Convene Annual Meeting) 2
Title I 2.7a (Student Selection Criteria) 1
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FPM 2014-2015 Summary
Federal Program Area Area of Improvement Frequency
Title I 3.1a (Fiduciary Reallocation of funds) 3
Title I 3.2a (Fiduciary local application review) 2
Title I 3.3e (Proper Distribution of Funds) 1
Title I 3.4b (Fiduciary Comparability) 1
Title III 2.4b (Parental Notifications) 1
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FPM Technical Assistance Areas of Note

• Fiduciary
• Allocations to Schools
• Salaries (Time and Effort)
• Inventory
• Parent Involvement
• Parent Involvement

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Title I, Part A, Funding Allocations to Schools
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Title I, Part A, Funding Allocations to Schools
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Sample Worksheet
Sample Division OC 1000 OC 2000 OC 3000 OC 4000 OC 5000 OC 6000 Total
School A 81,518 22,101 - - - - 103,619
School B 137,114 32,522 19,000 - - 417 189,053
School C 169,006 48,040 465 - - 19,234 236,745
School D 142,565 33,070 1,300 - - 8,000 184,935
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Fiduciary Personnel

• Does the school division allocation process
  ensure the proper distribution of Title I, Part
  A, funds?
• Division set-aside for allocable personnel only
• Positions for allocable personnel only
• Time and Effort Documentation
• Semi-annual Certification Form
• Personal Activity Report
• Principal Attestation Form

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Fiduciary Inventory

• Does the school division adhere to the procedures
  for maintaining equipment and materials purchased
  with Title I, Part A, funds?
• Budget
• Reimbursements
• Inventory records
• Disposition of Title I inventory records
• Procurement policies

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Fiduciary Parent Involvement

• Does the school division reserve the required
  amount of its Title I, Part A, allocation for
  parent involvement?
• How does the division document the one percent
  division set-aside?
• How does the division distribute the required 95
  percent of the one percent to the eligible
  schools?
• If allocation is not used during fiscal year, it
  must be carried over and added to the following
  years required reservation.
• Reservation is required if divisions award is at
  least 500,000.

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Parent Involvement

• Does the school division implement an array of
  initiatives to successfully engage parents in the
  educational program while documenting the
  protocol guiding questions?
• Building Parent Capacity
• Parent Right-To-Know
• Parent Policy/Compact
• Planning
• Annual Meeting
• Evaluation of Program Implementation and Parent
  Involvement

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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, not just compliance.

"The only way around is through." - Robert Frost
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VDOE Contact Information Title I, Part A,
Specialists
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VDOE Contact Information Title I, Part A,
Coordinator

• Dr. Lynn Sodat, Title I, Part A, Coordinator
• Lynn.Sodat_at_doe.virginia.gov
• 804-371-2934
• VDOE Title I, Part A, staff contact information,
  including specialists assigned divisions, is
  posted on the VDOE Web site http//www.doe.virgin
  ia.gov/federal_programs/esea/title1/part_a/index.s
  html

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Questions?