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Diapositiva 1


Title: Diapositiva 1 Author: Mariajose Last modified by: Oberdorf, Erin Created Date: 5/23/2010 2:28:12 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Diapositiva 1

2015 DFP Fall Regional Workshop
PA Department of Education
  • Division of Federal Programs
  • 333 Market St. 7th Floor
  • Division of Federal Programs
  • Harrisburg, PA 17126
  • Tel (717) 783-2193
  • Fax (717) 787-8634
  • www.education.state.pa.us
  • Then follow these links to find our page
  • Teachers and Administrators
  • More
  • Federal Programs

Fall Regional Workshop Agenda
  • DFP Structure
  • Uniform Grants Guidance
  • DFP Updates
  • DFP General Info
  • Fiscal and Reporting Requirements
  • Comparability
  • Monitoring

DFP Structure
  • Five Teams Entire State
  • Members on each team include
  • Two Regional Coordinators
  • Program and Fiscal Questions
  • One Administrative Technician
  • eGrants
  • Final Expenditure Reports
  • Budget Revisions
  • One Administrative Support Person
  • General Questions
  • One point of contact for each school district
  • If questions, call Regional Coordinator first.

Division of Federal Programs
  • Contacts

Division Administration
  • Division Chief
  • Susan McCrone
  • (717) 783-9161 smccrone_at_pa.gov
  • Clerical/Admin Support
  • Alison Mosher
  • (717) 783-9161
  • Federal Funds Manager
  • Kelly Gallatin
  • (717) 783-3403 kgallatin_at_pa.gov

Team 1
  • Regional Coordinator
  • Erin Derr (IU 2, 26)
  • (717) 787-7815 jder_at_pa.gov
  • Education Administration Associate
  • Kelly Iorfida (IU 2, 26)
  • (717) 783-6543 kiorfida_at_pa.gov
  • Administrative Support
  • Karen Trissler (IU 2, 26)
  • (717) 787-7278 ktrissler_at_pa.gov

Team 2
  • Regional Coordinator/ Supervisor
  • Norma Hull (IU 1, 8, 16)
  • (717) 783-7790 nhull_at_pa.gov
  • Regional Coordinator
  • Erin Oberdorf (IU 3, 11, 24)
  • (717) 783-1330 eoberdorf_at_pa.gov
  • Administrative Technician
  • Phil Cooper (IU 1, 3, 8, 11, 16, 24)
  • (717) 783-6907 phcooper_at_pa.gov
  • Administrative Support
  • Lennette Wilson (IU 1, 3, 8, 11, 16, 24)
  • (717) 787-7372 lwilson_at_pa.gov

Team 3
  • Regional Coordinator/ Supervisor
  • Donald McCrone (IU 10, 17, 18, 19)
  • (717) 783-6902 dmccrone_at_pa.gov
  • Regional Coordinator
  • Tucker McKissick (IU 4, 7, 27, 28)
  • (717)783-3381 tmckissick_at_pa.gov
  • Education Administration Associate
  • Ken Krawchuck (IU 4, 7, 10, 17, 18, 27, 28)
  • (717)787-7135 kkrawchuck_at_pa.gov
  • Administrative Technician
  • Tracy Rapisarda (IU 4, 7, 10, 17, 18, 27, 28)
  • (717) 787-7117 trapisarda_at_pa.gov
  • Administrative Support
  • vacant

Team 4
  • Regional Coordinator/ Supervisor
  • Cindy Rhoads (IU 22, 23, 25)
  • (717) 783-9167 crhoads_at_pa.gov
  • Regional Coordinator
  • Jesse Fry (IU 12, 13, 15)
  • (717) 783-6829 jefry_at_pa.gov
  • Administrative Technician
  • Barbara Kuhn (IU 12, 13, 15, 22, 23, 25)
  • (717) 783-6901 bkuhn_at_pa.gov
  • Administrative Support
  • Angela McGeehan (IU 12, 13, 15, 22, 23, 25)
  • (717) 783-6908 or amcgeehan_at_pa.gov

Team 5
  • Regional Coordinator/ Supervisor
  • Maria Garcia (IU 14, 20, 21, 29)
  • (717) 783-6904 mariagarci_at_pa.gov
  • Regional Coordinator
  • Maria Garcia (IU 5, 6, 9)
  • (717) 783-6904 mariagarci_at_pa.gov
  • Administrative Technician
  • Reba Kansiewicz (IU 5, 6, 9, 14, 20, 21, 29)
  • (717) 783-6903 or rkansiewic_at_pa.gov
  • Administrative Support
  • Sheri Graves (IU 5, 6, 9, 14, 20, 21, 29)
  • (717) 787-8631 or shegraves_at_pa.gov

Uniform Grants Guidance
UGG Overview
  • Updated federal grants guidance
  • Effective December 26, 2014
  • ALL federal grants
  • Purpose Eliminate fraud, waste and abuse of
    federal funds
  • Shifts from compliance to performance
  • Annual performance reports will be required in
    September 2016 for all federal grants.
  • Based on performance goals listed in 2015-16

UGG Requirements
  • Emphasis on LEA policies and procedures
  • Conflict of Interest
  • Allowability of Costs
  • Cash Management
  • Travel Reimbursement
  • Procurement (2 year grace period for
  • MUST be in place for 2015-16 Single Audit
  • Will result in a finding if not available
  • Federal Programs Monitoring
  • Will result in a Not Met and Corrective Action
    Plan will need to be developed.

UGG Requirements
  • PDE must conduct a Subgrantee Risk Assessment
    prior to awarding funds
  • Factors to determine risk will include
  • Timely submission of required documents
  • Consolidated Application
  • Fiscal and Program Reports
  • Returning prior year funds
  • Suspension of payments for any reason
  • Prior year monitoring/audit findings
  • Districts determined to be high risk may have
    more restrictions on how grant funds can be spent
    (prior approval from PDE on expenditures,
    reimbursement rather than monthly payments, etc.)

UGG Changes
  • Allowable Costs
  • Reasonable dependent care costs
    (children/parents) are reimbursable costs for
  • Entertainment costs may be approved, with prior
    written PDE approval, if such costs include a
    programmatic component supported by the intent of
    the grant program
  • Documentation
  • Attendance at conferences must be supported by
    documentation that supports the conference is
    appropriate and related to the federal grant.
  • Subgrantee Monitoring
  • LEA must monitor all contracts involving federal
    funds, including nonpublic programs/services and
    procurement contracts.

UGG Changes
  • Subrecipient/subcontractor monitoring is now the
    responsibility of the pass through agency. (i.e.,
    nonpublic programs, contracts)
  • Increased emphasis on ensuring that federal funds
    are being spent in a manner to affect performance
  • Will require increased collaboration between
    business office and program staff.

What stays the same?
  • Time/Effort Documentation (unless further
    clarified by USDE)
  • All other allowable costs
  • Individual grant requirements

UGG Tools/Resources
  • Templates
  • USDE Toolkit

UGG Implementation
  • Policy/Procedure Documents
  • Conflict of Interest Now
  • Allowability of Costs Now
  • Travel Reimbursement Now
  • Cash Management Now
  • Procurement Update Existing Policies -Now
  • Implementation 2016-17
  • Recent updates allow an optional grace period of
    up to two years from December 2014 for
    implementation of the revised procurement
    standards at the discretion of the SEA. Waiting
    for the official determination from PDE on the
    length of the grace period, if any.

Division of Federal Programs
  • Updates

ESEA Flexibility Waiver Updates
  • 1 year renewal of PAs ESEA Waiver approved by
    USDE on September 8, 2015.
  • 3 year fixed Focus/Priority list. New list run
    in 2017-18 using 2016-17 data.
  • Schools need to meet all AMOs related to the
    Focus/Priority designation in years 2 and 3 to
    exit status (2015-16 and 2016-17).
  • Full waiver can be found at http//www2.ed.gov/pol

ISP/PAFPC Conference
  • Improving School Performance Sheraton Station
    Square, Pittsburgh
  • February 7th -10th
  • If interested in presenting the Call for Session
    Proposals can be found on the PAFPC website at
  • PDE pays for 2 presenters per team.
  • Conference Strands and Targets The proposed
    strands/targets for the 2016 Title I ISP
    Conference will be organized around the general
    requirements of
  • ESEA with respect to
  • Reading, mathematics and science achievement
  • Teacher effectiveness evaluation
  • Parent involvement
  • School reform improvement
  • Successful secondary school initiatives
  • PA Federal Programs Conference Seven Springs
    Resort, Champion, PA (May 1st 4th )

Reward Schools Grant
  • New 2015-16 competition
  • Two kinds of grants
  • Innovation the reward school identifies best
    practices for high achievement
  • Collaboration reward school works with a focus
    school to meet the AMO they did not achieve.
  • Stay tuned for more information

Rural Education Achievement Program (REAP)
  • Rural Low Income Schools (RLIS)
  • Grant coordinated by DFP
  • 2013-14 41 LEAs eligible for 1,610,798
  • 2014-15 40 LEAs eligible for 1,392,841
  • 2015-16 42 LEAs eligible for 1,420,419
  • Small Rural Schools Achievement (SRSA)
  • USDE Administered
  • 2015-16 30 LEAs eligible for 441,115

School Intervention Grant
  • 2014/2015
  • Title I Priority/Focus Schools

Priority/Focus Schools Updates
  • 1003 (a) Title I set aside funding for 2014/15
  • Formula funding for SI - 18,726,564
  • 85 LEAs receiving School Intervention Grant
  • Parent Notification
  • Template from DFP
  • Priority/Focus designations remain additional
  • Priority Schools reviewed annually
  • Lowest 5
  • Focus schools reviewed biannually
  • Lowest 10 not including Priority Schools

School Intervention Grant
  • Use of Funds
  • Support strategies/interventions described in the
    School Level Plan (Comp Plan AND addendum or DFP
    School Improvement Template)
  • Interventions funded in combination with Title I
    20 set aside in Reservation of Funds
    (Consolidated Application)
  • 10 Professional Development no longer required
  • Federal funds are supplemental, reasonable and

Title I 20 Set Aside
  • Carryover/Rollover of Unspent funds
  • Remain in Building
  • Redistributed
  • Documentation of Interventions that addressed the
    needs in the building
  • No additional funds required to meet these needs
  • No Rollover Form needed from DFP

New in 2015-16
  • Please note that if you do not use eSignature
    PDEs Legal Office requires an updated signature
    page whenever an application is resubmitted.
  • For Funding Adjustments this will not apply.

Sub-Approval Letters
  • DFP no longer mails a hard copy of the
    sub-approval letter
  • LEAs can now print them from Consolidated
    Application in eGrants
  • Consolidated Application main page
  • Reporting
  • Final Reporting
  • See next slide

Printing Approval Letters
Click on Reporting
Printing Approval Letters cont.
Click on Final Reporting
  • Approval Letters contain LEAs project Start
  • - Date LEA may begin obligating project funds

DFP General Info
Title IA
  • Targeted vs. Schoolwide
  • Targeted
  • School identifies students and provides them with
    supplemental education services
  • Title I dollars must benefit identified students
  • Schoolwide
  • Coordinate federal, state and local resources and
    services to upgrade the entire educational
    program in the school
  • Ensure all children meet core standards,
    especially those most at risk
  • Building requirements 40 poverty based on
    Free/Reduced Lunch
  • 30 - 39 may request a waiver
  • Priority and Focus schools regardless of poverty
  • Approved Schoolwide Plan

Title IIA
  • Funding may be used for
  • High quality, scientifically-based Professional
  • Class Size Reduction
  • Requirements
  • Annual Professional Development Needs Assessment
  • Include parents

Title III
  • Funding for Limited English Proficient (LEP),
    including immigrant students, to develop English
    proficiency and meet core standards
  • LEAs with allocations of less than 10,000 for
    LEP can enter in a consortium with other LEAs for
    delivery of services
  • LEAs required to enter LEP data in PIMS
  • Funding for Non-publics determined by LEP data

Amendments/Funding Adjustments
  • Final Allocations from USDE
  • changes in state allocation amounts from USDE
  • original/preliminary allocations are ESTIMATES
  • Adjustments for Charter School (CS) Students
  • impact of updated info on CSs cyber schools
  • opening or expanding CS in your LEA
  • or increased enrollment in existing ones
  • New Programs added to Consolidated Application

Funding Adjustments/Amendments
  • Typically occurs in February each year
  • Regional Coordinators in DFP notify LEAs after
    final allocations have been loaded into eGrants
  • LEAs should adjust amended project budgets
    resubmit via eGrants ASAP
  • LEAs will not need to upload a new Nonpublic
    Sign-off form
  • LEAs will not need to upload FFATTA form

  • We rely on EdNA for current information
  • We ask that you notify us if there is a building
    change (name change or address change) or
    personnel change as soon as possible.
  • Changes should be sent to ra-edna-admin_at_pa.gov
  • Some things can be updated by your portal EdNA
  • Principal
  • Address
  • School Web Address
  • Phone Number

EdNA and eGrants
  • Administrator information on EdNA may be changed
    at any time throughout the year
  • changes must include the board notes that appoint
    the new Superintendent/CEO/Executive Director.
  • Federal Programs cannot process any applications
    on eGrants without the Authorized
    Representatives name matching EdNA (unless there
    is prior approval from our Legal office)

Non-public School Info
  • Timely and Meaningful Consultations
  • Occur throughout the school year
  • Document consultations! (required in NP
  • Emails
  • Phone Calls
  • Meeting Dates
  • Agendas
  • Link to the Non-Public Toolkit
  • http//www2.ed.gov/programs/titleiparta/ps/titleit

Community Eligibility Provision
  • The Community Eligibility Provision (CEP) is
    being promoted via the Division of Food and
  • CEP is an optional program and only certain
    buildings within a LEA may be eligible.
  • 2014-2015 is the first year of the program.

Community Eligibility Provision
  • Inquiries related to the specifics of the CEP
    program should be directed to the Division of
    Food and Nutrition
  • RA-NSLP_at_pa.gov
  • 1-800-331-0129
  • http//www.education.state.pa.us/portal/server.pt/

Community Eligibility Provision
  • Buildings within a LEA and private schools can
    become eligible for a 4-year time period.
  • The incentive free breakfast and lunch to all
    students in a participating building.
  • Individual buildings, or groups of buildings
    within a LEA, can become eligible by meeting a
    Direct Certification Level of 40.

Community Eligibility Provision
  • Direct Certification data comes from student
    lists that are not subject to verification. This
    includes those directly certified through SNAP
    and TANF.
  • Eliminates the need to send out participation
    forms as is done for the traditional Free and
    Reduced headcount.

Community Eligibility Provision
  • Title I is impacted because Free and Reduced
    Lunch data is the most commonly utilized
    low-income data source.
  • Free and Reduced Lunch count is used to rank
    buildings according to poverty level within the
    Title I application.
  • There are several options when endeavoring to
    make Direct Certification/CEP data look like Free
    and Reduced data.

Community Eligibility Provision
  • USDE suggests applying a multiplier of 1.6
    against DC/CEP data to make it similar to what
    would typically be collected via the traditional
    Free and Reduced survey procedure.
  • This becomes of particular importance when a LEA
    has some buildings participating in CEP and
    others that are not. For Title I ranking
    purposes all low-income data must be uniform in

Community Eligibility Provision
  • The 1.6 multiplier is also the current rate used
    by the Division of Food and Nutrition to make
    buildings and building groupings eligible.
    Subsidy maximization is also derived using this
  • USDE derived this number based upon a statistical
    study that accounted for the fact that Direct
    Certification/CEP data would be inherently lower
    than Free and Reduced Lunch count. This gap
    occurs since surveys will no longer be sent.

Community Eligibility Provision
  • This adjusted data will be used for the first
    time during the 2015-16 application process.
  • For information regarding how to apply the 1.6
    multiplier, please contact Jesse Fry at
    jefry_at_pa.gov and/or 717-783-6829.

Allowances for Food at Parent Involvement Meetings
  • Must have a very high burden of proof to
    include food.
  • Never purchase for networking activities
  • Dont accept food/beverage costs embedded into a
    venues contract.
  • Food is not an indirect cost.
  • Never pay for alcohol.
  • Meeting costs must be necessary and reasonable.
  • As long as there is a connection to a
    programmatic purpose and the cost is reasonable,
    an LEA may continue to provide food at Title I
    parent meetings.

Title I Parent Involvement
  • Required
  • LEA Parent Involvement Plan, updated annually
  • School Parent Involvement Plan, update annually
  • Parent/School Compact, updated annually
  • Annual Title I Parent Meeting
  • Parent Notifications
  • Right-To-Know Letter Teacher Qualifications
  • Right-To-Know Letter Non-Highly Qualified
    Teacher (as needed)
  • Priority/Focus school status
  • LEAs receiving over 500,000 (Title I) must set
    aside 1 for Parent Engagement
  • 95 of the 1 must be spent at the building level
    and with the approval of the parents

LEA/School Parent Involvement Policies
  • Each LEA that receives Title I, Part A funds must
    develop a written parental involvement policy
    that establishes the LEAs expectations for
    parental involvement.
  • Must be updated annually with parent involvement.
  • Must be disseminated to all Title I parents
  • The School Level PI policy must align with the
    district policy but be unique to the school.
  • Must be updated annually with parent involvement.
  • Must be disseminated to all Title I parents
  • Charter Schools must complete both a LEA and
    School level policy

Title I Parent Meeting
  • Explanation of Title I and how implemented in
    school include descriptions of
  • Student curricula
  • Student assessments
  • Proficiency Levels
  • Seek parent input on
  • Planning, review and improvement in Title I
  • Parent Involvement policies
  • Parent/School Compact

Title I Parent/School Compacts
  • Describe schools responsibility to provide
    high-quality curriculum
  • Describe importance of communication, i.e.
  • Parent-Teacher Conferences
  • Frequent reports
  • Reasonable access to staff
  • Volunteering in childs classes
  • Describe Parent Responsibilities, i.e.
  • Monitoring homework
  • Television time
  • Attendance

Additional Parent Requirements
  • Program Information
  • How to monitor childs progress
  • How to work with teachers to improve achievement
  • Parent Training and Materials, i.e.
  • Promoting family literacy
  • How to use technology
  • Parenting skills
  • Train teachers, pupil services personnel and
    principals with the assistance of parents
  • Value and utility of parent contributions
  • How to reach out to and communicate with parents
  • How to work with parents as equal partners
  • How to implement and coordinate parent programs
  • Parents provide input on LEA professional
  • Surveys, professional development team

Additional Parent Requirements
  • Coordinate parent involvement programs with Head
    Start and other preschool programs
  • Ensure that all parent communications are in a
    language that is understandable to parents
  • Transact.com
  • Keep translated document on hand for monitoring

Fiscal and Reporting Requirements
PIMs Data Collection
  • Title I Staff and Student Participation Data
  • Title III Professional Development Survey and
    Title III Non-public LEP/IMM Counts
  • Collection window October 1-16
  • Follow-up, Review and Editing window October
  • Correction window November 3-13
  • Accuracy Certification Statement (ACS) due date
    for Title I collection December 4, 2015
  • Submitted in PIMS

PIMS Resources
  • Title I Staff and Student Participation
    collection appears on
  • 2015-16 PIMS Collection Calendar available on
    PIMS website www.education.state.pa.us
  • Teachers Administrators gtgt PIMS gtgt PIMS
    Reporting Dates
  • PIMS Manual www.education.state.pa.us
  • Teachers Administrators gtgt PIMS gtgt PIMS Manuals
  • PIMS Help Desk
  • 1-800-661-2423

Reports Due Dates 2015-2016
  • Comparability
  • New in 15-16 Submitted electronically
  • http//pa.nclbcomparability.com/Login.aspx
  • November 15
  • Neglected and Delinquent Counts
  • Submitted electronically via 3048 form
  • https//www.ndprogramspa.com/
  • December 15

Fiscal Reports
  • Final Expenditure Reports
  • Submitted online via eGrants
  • Grant Applications
  • Consolidated Application
  • Click on Subprojects
  • Questions? Contact your Administrative Technician
    in DFP
  • Quarterly Reports
  • Submitted online via the PDE Web Portal/FAI
  • PDE website
  • Submitted to the Labor, Education Comptrollers
  • Failure to submit on time will stop payments

Final Expenditure Reports (FERs)
  • Must be completed submitted for all federal
  • Closes out projects reports funds have been
    expended are in compliance with approved
  • Created, completed submitted via eGrants
  • Subprojects (Title I, II, etc.) and Consolidated
    Application must be in Completed status.
  • Failure to submit FERs by due date could result
  • Suspension or loss of any project funds remaining
  • Single Audit Finding

FERs Due Dates
  • Must be submitted as soon as project funds are
    expended, but no later than 30 days after project
    end date of September 30 (October 30, 2015).
  • If LEA requested carryover, the project end date
    is extended 12 months. FER must still be
    submitted as soon as project funds are expended.
  • 2014-15 project FERs due no later than 10/30/15
  • With Carryover due no later than 10/30/16
  • 2013-14 project FERs (that had carryover) are due
    no later than 10/30/15
  • Check FAI for project balances ASAP!

Budget Revisions Things to Know
  • Necessary if....
  • Program funds were expended on a previously
    unbudgeted category.
  • If any Function code line total (in Actual
    Expenditures section of FER) increased 20 or
    more compared to the last approved summary
  • If Object code 700 or 900 changes then a budget
    revision IS required.
  • 700 is Property/Equipment
  • 900 is Indirect Costs

Budget Revisions Things to Know
  • In order for an LEA to create a Budget Revision
  • Subprojects (Title I, II, etc.) and Consolidated
    Application must be in Completed status.
  • Create Revision option is located within
  • Status changes to Submitted after LEA submits
  • Email your Administrative Technician in DFP after
    submitting revisions.

  • New calculation started in 2013-2014
  • An LEA must first attempt to demonstrate
    comparability by showing that its combined state
    and local per-pupil expenditures (including
    actual personnel and actual non-personnel
    expenditures) in each Title I school, using prior
    year financial data, are at least 90 of the
    average combined state and local per-pupil
    expenditures for its non-Title I schools.

Comparability General Rule- 1120A(c)
  • An LEA may receive Title I Part A funds only if
    it uses state and local funds to provide services
    in Title I schools that, taken as a whole, are at
    least comparable to the services provided in
    non-Title I schools.
  • If all are Title I schools, all must be
    substantially comparable.
  • First must try to demonstrate using the per pupil
    expenditure formula.
  • If per pupil expenditure fails, may demonstrate
    by staff/pupil ratios.

  • Pre-K expenditures
  • Central office costs (including cost center
  • Charter School Tuition
  • Alternative Education Programs (if enrollment is
    District Wide only)
  • Summer School expenditures (if enrollment is
    District Wide only)
  • Federal expenditures

Exclusions, cont.
  • English language instructional costs
  • Special education (including gifted and OT/PT)
  • Transportation
  • Food Services
  • Capital expenditures (LEA capitalization
  • Self-funded health insurance costs
  • Be prepared to justify any other exclusion and
    keep all documentation on file.
  • Personnel costs defined as objects 100 and 200.

Timing Issues
  • Guidance Must be annual determination
  • Per Pupil Expenditures Budget for upcoming year
    and make adjustments in current year, if needed
  • Staff to Student Ratio Review for current year
    and make adjustments for current year
  • Assurances are due November 15
  • If assurance statements are not received, Title I
    funds may be suspended.

Comparability Submission
  • STEP 1 Setting Up
  • Go to pa.NCLBComparability.com
  •  You may use any browser but you will get the
    best experience from Chrome or Firefox.
  • Access is not granted immediately, a DFP
    Administrator must approve the account
  • Once the DFP Administrator approves the account
    the requester receives an email to setup their
    password and login
  • STEP 2 Group Comparisons
  • Districts complete the comparability wizard
  • At the last step they print, sign and upload the
    compliance document

Comparability Submission, cont.
  • STEP 3 Compliance
  • Districts must first complete Per Pupil
    Expenditure Comparison. If a district does not
    successfully meet comparability requirements by
    this method, they need to request access to
    Student to Staff Ratio method by contacting your
    regional coordinator or kkrawchuk_at_pa.gov .
  • Districts manage where they are in the process
  • Has the district signed up for access
  • Has the district completed the assurance wizard
  • Has the district uploaded their assurance

2015-16 Monitoring
2015-16 Monitoring
  • All Priority schools will be monitored for
    Priority status at the school level
  • All Focus schools not monitored in 2014-15 will
    be monitored for Focus status at the school level
  • All LEAs and Charter Schools that fall under the
    high risk and medium risk category, based on
    DFPs Subgrantee Risk Assessment, will be
    monitored this year
  • All Cycle 2 LEAs and Charter Schools, that do
    not fall under the two categories, will move to
    2016-17 monitoring

Subgrantee Risk Assessment
  • Divided all LEAs and Charter Schools into 3
  • high risk
  • medium risk
  • low risk
  • Not a federal designation just a category based
    on the components of our Subgrantee Risk

Subgrantee Risk Assessment Factors
  • Factors included in DFPs Subgrantee Risk
  • Monitoring Findings
  • Fiscal
  • Programmatic
  • Timely submission of required documents
  • PIMS
  • Comparability
  • Quarterlies
  • FERs
  • Consolidated Application/Funding
  • Monitoring Corrective Action

Subgrantee Risk Assessment Factors, cont.
  • Excessive Carryover
  • Suspension of payments for any reason
  • Amount of Federal Funds allocated
  • New Entity (Charter School/LEA)
  • Federal funds returned to PDE
  • Not meeting MOE
  • As soon as we get the list of LEAs to be
    monitored based on the Subgrantee Risk
    Assessment, we will share it

  • Letters go out to LEAs Superintendents and CEOs
  • Name of assigned monitor
  • DFP contact information
  • LEA Username and Password for Fed Monitor online
  • Tips to help LEAs prepare for monitoring visit
  • Monitors contact districts to set site visit date

LEA Responsibilities
  • Complete online self-assessment through Fed
    Monitor at least 2 weeks prior to site visit
  • Prepare documentation for monitor review
  • Have federal program staff, building principal,
    and 3-5 Title I parents available for site visit
  • Contact Academic Recovery Liaisons for Priority
    schools and advise them of the site visit date

After the site visit
  • Monitor completes instrument on Fed Monitor,
    ensuring all boxes are correctly checked and
    comments are made where necessary
  • Monitor locks document when completed. LEAs may
    go back into instrument to review, but cannot
    make changes
  • If LEA disagrees with a finding, contact Regional

After the site visit
  • Monitor reports are reviewed by DFP
  • If no citations LEA receives an In Compliance
    letter from DFP stating all programs are in
    compliance with federal laws and regulations
  • If LEA is out of compliance
  • LEA receives letter with Corrective Action Plan
    and due date
  • When corrective actions have been completed, LEA
    receives an In Compliance letter

Keys to a successful site visit
  • Work with the Lead Monitor to prepare a visit
  • Try to assign buildings within the same
    geographic area to monitors
  • Make sure all online documentation is complete
  • Consolidated Application and Funding
  • Online Monitoring Instrument
  • Gather and organize all documentation

Top 10 Monitoring Findingsof 2014/15
Top 10 Monitor Findings in 2014-15
  • Parents (in Title I schools only) are notified if
    their child is assigned to or being taught for
    four or more consecutive weeks by a teacher who
    is not highly qualified in a core academic
  • Title I schools hold an annual meeting to inform
    parents of participating students about the
    Title I program.

Top 10 Monitor Findings in 2014-15
  • School Wide Schools All Schoolwide schools
    have completed a needs assessment have developed
    schoolwide reform strategies are using highly
    qualified staff to deliver instruction are
    sending high-quality teachers to high-need
    schools have high-quality and ongoing
    professional development have parent
    involvement have a Pre-K to Kindergarten
    Transition Plan for preschool children, if
    applicable consider teacher input when making
    assessment decisions provide effective, timely
    and additional assistance to students having
    difficulty mastering proficient or advanced
    levels of academic standards
  • Utilizing the most recent PIMS data, all core
    content area teachers employed by the LEA are
    highly qualified. (Core content teachers in ALL
    schools, not just Title I.)

Top 10 Monitor Findings in 2014-15
  • Schools receiving Title I funds have a written
    school-parent compact and evidence that it has
    been updated annually and has been distributed to
  • Title I schools have coordinated and integrated
    parent involvement programs and activities with
    other programs (Head Start, public preschools,
    parent resource centers, early childhood
    programs), to encourage and support parents in
    more fully participating in the education of
    their children, and parents have participated in
    the development of the Transition Plan.

Top 10 Monitor Findings in 2014-15
  • Title I schools conducted an annual evaluation of
    the effectiveness of school parental involvement
  • Title I schools have provided assistance to
    parents in understanding the States academic
    content standards and student academic
    achievement standards, State and local academic
    assessments, the requirements of Title I, and how
    to monitor a childs progress and work with
    educators to improve student achievement.

Top 10 Monitor Findings in 2014-15
  • Schools receiving Title I funds have a written
    Parent Involvement Policy/Plan aligned with the
    District policy and evidence that it is updated
    annually and has been distributed to parents.
  • Title I schools educate instructional staff, with
    parental assistance, in the value and utility
    of contributions of parents, how to reach out to
    and communicate with and work with parents as
    equal partners, implement and coordinate parent
    programs and build ties between parents and

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