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Virginia Department of Education

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Virginia Department of Education Federal Program Monitoring for Title I, Part A; Title I, Part D; Title III, Part A; and Title X, Part C October 16, 2014 – PowerPoint PPT presentation

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Title: Virginia Department of Education


1
Virginia Department of Education
  • Federal Program Monitoring for
  • Title I, Part A Title I, Part D
  • Title III, Part A and Title X, Part C

October 16, 2014
2
2014-2015 Federal Program Monitoring Schedule
Accomack County Fairfax County Loudoun County Prince Edward County
Albemarle County (Part C only) Fauquier County Lunenburg County Pulaski County
Alexandria City Franklin City Martinsville City Richmond City
Amherst County Fredericksburg City Newport News City Roanoke City
Brunswick County Galax City Norfolk City Smyth County
Buchanan County Greene County Northampton County Spotsylvania County
Buckingham County Greensville County Northumberland County Staunton City
Buena Vista City Harrisonburg City Nottoway County Tazewell County
Charles City County Henrico County Orange County Warren County
Chesapeake City (Title III Only) Henry County Petersburg City Waynesboro City
Colonial Beach City Hopewell City Pittsylvania County Westmoreland County
Danville City King George County Powhatan County Winchester City
3
Purpose of Federal Program Monitoring
4
Location of the Federal Program Monitoring
Protocol
  • Federal Program Monitoring
  • Web site
  • http//www.doe.virginia.gov/federal_programs/esea
    /federal_monitoring/index.shtml

5
VDOE Website
6
ESEA Flexibility
  • Based on the June 29, 2012, U.S. Department of
    Education approval of Virginias request for
    flexibility under the ESEA, the VDOE revised the
    monitoring document in 2013-2014 to reflect
    certain programmatic provisions where applicable.

7
2014-2015 Federal Program Monitoring (FPM)
Protocol
  • The FPM protocol focus areas include the
    following
  • Standards, Assessment, and Accountability
  • Instructional Support
  • Fiduciary

8
FPM Protocol Design
  • Instructional Support
  • 2.2 The SEA has established a statewide system
    of intensive and sustained improvement and
    support that provides, or provides for, technical
    assistance to LEAs and schools as required.
    1117 34 CFR Part 200 200.40

Guiding Questions Acceptable LEA Evidence Probing Questions LEA Response Is sufficient documentation provided?
2.2a ? Yes ? No ? N/A Comments ? Yes ? No ? N/A Comments
9
FPM Logistics
  • Monitoring will take place between January 2015
    and March 2015.
  • VDOE staff will contact divisions to schedule the
    monitoring.
  • Monitoring for Title I, Part A, Title I, Part D,
    and Title III, Part A, will be conducted by staff
    from the Office of Program Administration and
    Accountability.
  • Title X, Part C, monitoring will be conducted by
    the state coordinator for the McKinney-Vento
    Homeless Education Program.

10
FPM Logistics
  • Following the monitoring, school divisions will
    receive a letter indicating whether the division
    was in full compliance, or whether there are
    areas of noncompliance.

11
Preparation for FPM Phase 1 Before the
Monitoring
  • Prepare responses to guiding and probing
    questions.
  • Gather electronic or hard copy evidence for each
    indicator.

12
Preparation for FPM Phase 2 On-site Procedures
  • Develop a schedule for the monitoring if more
    than one division representative needs to be
    on-site for the interview.
  • Provide a location for state- and division-level
    representatives to meet.

13
Sample Schedule (On-Site)
  • 8 a.m. 815 a.m.
  • Welcome and opening remarks by division
    representative(s)
  • 815 a.m. 830 a.m.
  • Overview of the monitoring process by VDOE
    staff
  • 830 a.m. Noon
  • VDOE interview with Title I, Part A,
    division representatives
  • Noon 1230 p.m.
  • Lunch
  • 1230 p.m. 4 p.m.
  • VDOE interview with appropriate division
    representative(s) for remaining programs, if
    applicable.

14
Sample Schedule (Virtual)
  • 8 a.m. 815 a.m.
  • Welcome and opening remarks by division
    representative(s)
  • 815 a.m. 830 a.m.
  • Overview of the monitoring process by VDOE
    staff
  • 830 a.m. Noon
  • VDOE interview with Title I, Part A,
    division representatives
  • Noon 1230 p.m.
  • Lunch
  • 1230 p.m. 4 p.m.
  • VDOE interview with appropriate division
    representative(s) for remaining programs, if
    applicable.

15
Preparation for FPM Phase 3 Follow Up
  • Review of information will be completed by
    individual program area.
  • Provide documentation as requested by VDOE staff.

16
2014-2015 FPM Revisions
  • Title I, Part A
  • Improving Basic Programs Operated by
  • Local Educational Agencies

17
Title I, Part A, FPM
  • Revisions include the following
  • Shaded questions do not require a response
  • Note a response is required for question 2.4e,
    under Section 2.4
  • Questions regarding the use of Title I, Part A,
    funds for Priority and Focus schools are included
  • An additional column, LEA Response, has been
    added so that LEAs can record responses to each
    question

18
Title I, Part A, Monitoring On-site
Buchanan County Harrisonburg City Pittsylvania County
Buckingham County Henrico County Prince Edward County
Charles City County King George County Richmond City
Colonial Beach City Lunenburg County Roanoke City
Danville City Newport News City Staunton City
Franklin City Norfolk City Tazewell County
Fredericksburg City Northumberland County Warren County
Greensville County Petersburg City Waynesboro City
19
Title I, Part A, Monitoring Virtual
Accomack County Greene County Powhatan County
Alexandria City Henry County Pulaski County
Amherst County Hopewell County Smyth County
Brunswick County Loudoun County Spotsylvania County
Buena Vista City Martinsville City Westmoreland County
Fairfax County Northampton County Winchester City
Fauquier County Nottoway County
Galax City Orange County
20
Title I, Part A, Virtual Monitoring continued
  • All documentation will be collected
    electronically and will be submitted to the
    assigned monitor to PAA before the online
    monitoring
  • Online monitoring will be conducted via webinar

21
Title I, Part A, Monitoring
  • PAA will host a webinar for divisions
    participating in Title I, Part A, monitoring
  • Webinar be held on Thursday, October 30, 2014, at
    1000 pm
  • Log-in information is provided on Title I
    University schedule
  • The protocol will be reviewed
  • Tips for Success will be shared

22
2014-2015 FPM Revisions
  • Title III, Part A
  • Language Instruction for
  • Limited English Proficient and Immigrant Students

23
Identification, Screening and Placement
  • Be prepared to discuss
  • The procedures and practices that have been
  • implemented to ensure the appropriate
    identification,
  • screening, and placement of English language
    learners
  • (ELLs) in programs and services to help them
    acquire
  • English proficiency and meet the same academic
    content
  • standards as all students are expected to meet.

24
Curriculum and Instruction for ELLs
  • Be prepared to discuss
  • The procedures and practices that have been
  • implemented to ensure that an effective language
  • instruction program is provided to ELLs which
    allows them meaningful access to the same
    academic curriculum and educational opportunities
    available to all students.
  • Implementation of the English language
    development (ELD) standards
  • How the division ensures that ELLs have access to
    the core curriculum
  • How the division ensures the success of ELLs in
    the core curriculum

25
Assessment of ELLs
  • Be prepared to discuss
  • Procedures for administering the ACCESS for ELLs
    and the Standards of Learning assessments to
    ELLs
  • Procedures to ensure that accommodations are
    provided to ELLs on state assessments
  • Procedures to ensure that all LEP student
    information, in particular the State Testing
    Identifier (STI), is accurate in the division
    level ACCESS for ELLs and/or Alternate ACCESS
    for ELLs data

26
Title III Accountability
  • Be prepared to discuss
  • Procedures used to
  • effectively identify students who may be eligible
    to receive ESL services
  • assess the English language proficiency (ELP) of
    identified students and place them in an
    appropriate language instruction programs
  • provide appropriate services to identified LEP
    students not receiving ESL services
  • Process for exiting students from ESL services
    (ELP Level 6)
  • Process for monitoring ELP Level 6 students to
    ensure that they are continuing to make academic
    progress

27
Title III Accountability (continued)
  • Be prepared to discuss
  • The process by which the division is held
    accountable for meeting the Title III Annual
    Measurable Achievement Objectives (AMAOs)
  • The Title III improvement plan, if the division
    has not met any of the Title III AMAOs for at
    least two consecutive years
  • The procedures to collect and record accurate
    data to meet all Title III reporting requirements

28
Title III Local Plans
  • Be prepared to discuss
  • The process for developing the school division
    local plan for Title III to include the
    stakeholders involved in the planning process
    (the plan is submitted through the Title III
    application)
  • That the local plan includes the components
    provided in sections 3116 and 3121 of the ESEA
    and outlined in the Title III application
    guidelines

29
Title III Private School Participation
  • Be prepared to discuss
  • How the division ensures it is in compliance
    with ESEA requirements regarding participation of
    ELLs, teachers, or other educational personnel in
    private schools in areas served by the subgrantee

30
Title III Parental Participation and Outreach
  • Be prepared to discuss
  • The procedures for implementing the parental
    notification requirements under Title III
  • How the division ensures opportunities for the
    participation of the parents of ELLs in their
    childrens education

31
Title III Fiduciary
  • Be prepared to discuss
  • How the division ensures that Title III funds are
    used for required and authorized activities
  • Supplement, Not Supplant Provisions
  • How the division ensures that it is not using
    Title III funds to provide services that it is
    required to make available under local, state,
    or other federal laws
  • How the division ensures that it is not using
    Title III funds to provide services that it
    provided in the prior year with local, state, or
    other federal funds

32
Title IIIImmigrant and Youth
  • Be prepared to discuss (if applicable)
  • Instructional programs and services that are
    specifically designed to assist immigrant
    students to achieve academic success and adjust
    to the U.S. school system
  • Procedures for ensuring that immigrant students
    are designated in the division student record
    system

33
Divisions that have not accepted Title III funds
or do not have ELLs
  • Must still meet federal civil rights
    requirements
  • regarding the education of ELLs
  • Be prepared to discuss
  • The identification, screening, and placement
    process that is in place for all incoming
    students
  • The process for ensuring that division personnel
    are familiar with the WIDA ELD standards
  • The process for ensuring that ELLs are provided
    meaningful access to the same curriculum as all
    students
  • The process for ensuring that ELLs are provided
    core language instruction so that they may attain
    English proficiency

34
Divisions that have not accepted Title III funds
or do not have ELLs (continued)
  • Must still meet federal civil rights
    requirements
  • regarding the education of ELLs
  • Be prepared to discuss
  • The procedures for ensuring that identified
    limited English proficient (LEP) students are
  • designated as LEP in the division student record
    system
  • included in the Virginia assessment program to
    include the Standards of Learning (SOL) and the
    ACCESS for ELLs assessments
  • The process for monitoring the academic success
    of formerly LEP students for two years once they
    have met the ELP proficiency criteria

35
2014-2015 Federal Program Monitoring
ScheduleTitle III On-Site
Accomack County Henrico County Richmond City
Alexandria City Henry County Roanoke City
Charles City County Loudoun County Spotsylvania County
Chesapeake City Martinsville City Staunton City
Fairfax County Newport News City Warren County
Fredericksburg City Norfolk City Waynesboro City
Galax City Northampton County Westmoreland County
Greene County Petersburg City Winchester City
Harrisonburg City Prince Edward County
36
2014-2015 Federal Program Monitoring
ScheduleTitle III Virtual
Amherst County Fauquier County Nottoway County
Brunswick County Franklin City Orange County
Buchanan County Greensville County Pittsylvania County
Buckingham County Hopewell City Powhatan County
Buena Vista City King George County Pulaski County
Colonial Beach City Lunenburg County Smyth County
Danville City Northumberland County Tazewell County
37
Title IIIOnline Monitoring continued
  • Same questions in protocol as for on-site audits
    an additional column, LEA Response has been
    added so that LEAs can record responses to each
    question
  • All documentation will be collected
    electronically and will be submitted to assigned
    monitor before the online monitoring
  • Online monitoring will be conducted via webinar

38
Title IIIOnline Monitoring continued
  • PAA will host a webinar specifically for the
    divisions that will participate in online
    monitoring
  • Webinar will be held on Tuesday, November 4,
    2014, at 2 pm
  • A model for electronic evidence submission will
    be provided
  • The online protocol will be reviewed
  • Webinar invitations will be sent to coordinators
    following this presentation

39
  • Questions?

40
Contact Information
  • Chris McLaughlin
  • Primary Contact
  • Federal Program Monitoring
  • Chris.Mclaughlin_at_doe.virginia.gov
  • Phone (804) 225-2901 Fax (804) 371-7347
  • Lynn Sodat, Ph. D.
  • Title I, Part A
  • Improving Basic Programs Operated by
  • Local Educational Agencies
  • Lynn. Sodat_at_doe.virginia.gov
  • Phone (804) 371-2934 Fax (804) 371-7347

41
Contact Information
  • Diane Jay
  • Title I, Part D
  • Prevention and Intervention Programs for Children
    and Youth who are Neglected, Delinquent, or
    At-Risk
  • Diane.Jay_at_doe.virginia.gov
  • Phone (804) 225-2905 Fax (804) 371-7347
  • Stacy Freeman
  • Title III, Part A
  • Language Instruction for Limited English
    Proficient and Immigrant Students
  • Stacy.Freeman_at_doe.virginia.gov
  • Phone (804) 371-0778 Fax (804) 371-7347

42
Contact Information
  • Patricia A. Popp, Ph.D.
  • Title X, Part C
  • McKinney-Vento Homeless Education Program
  • pxpopp_at_wm.edu
  • Phone (757) 221-7776 Fax (757) 221-5300
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