Federal Programs FY13 Monitoring Process October 2012

Federal Programs FY13 Monitoring Process

October 2012

Local Educational Agency Cross-Functional Monitoring

Presented by

Federal Programs Staff

Office of School Improvement

Georgia Department of Education

Agenda• The Purpose of Monitoring

• Georgia Department of Education (GaDOE) Monitoring Process

• Local Educational Agency (LEA) Preparation for Monitoring

• Title Programs Monitoring– FY13 Monitoring Form– Review of Descriptors and Required Documentation– Questions and Answers

Agenda

• Title Programs to be monitored:– Title I, Part A – Improving the Academic Achievement

of the Disadvantaged– Title I, Part A –Academic Achievement Awards– Title I School Improvement 1003(a)– Title I, Part D – Prevention & Intervention Programs

for Children & Youth Who Are Neglected, Delinquent, or At-Risk

– Title I, Part C – Education of Migratory Children

Agenda

– Title II, Part A – Improving Teacher Achievement Program– Title III, Part A – Language Instruction for LEP and

Immigrant Students– Title VI, Part B – Rural Education Achievement Program

(REAP)– Title X, Part C – Education for Homeless Children & Youth– Race To The Top (RT3) – Incentive Grants ARRA-State

Fiscal Stabilization Fund– School Turnaround – SIG 1003(g)/1003(g) ARRA

The Purpose of MonitoringThe Purpose of Monitoring

The Purpose of Monitoring

• Monitoring of Federal programs is conducted to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education

• Monitoring emphasizes accountability for using resources wisely

• Monitoring serves as a vehicle for the GaDOE to help LEAs achieve high quality implementation of educational programs

GEORGIA DEPARTMENT OF GEORGIA DEPARTMENT OF EDUCATIONEDUCATION

(GaDOE)(GaDOE)CROSS-FUNCTIONAL CROSS-FUNCTIONAL

MONITORING PROCESSMONITORING PROCESS

Four Ways of Monitoring

• GaDOE review of the Consolidated Application approval process

• GaDOE review of LEA single audit documents

• GaDOE review of LEA Self-Assessment Checklist

• GaDOE on-site monitoring

The On-site Monitoring Selection Process

• LEAs monitored on a three year cycle (approximately 1/3 each year) Note: RT3 and SIG 1003(g)/1003(g) ARRA districts/schools may be monitored more frequently.

• LEAs selected randomly

• High-risk LEAs added to current cycle

• Other LEAs as deemed necessary

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Local Educational Agency (LEA) Preparation Local Educational Agency (LEA) Preparation for for

Federal Programs Federal Programs Cross-Functional MonitoringCross-Functional Monitoring

LEA Preparation Prior to On-Site Monitoring Visit

• LEAs are required to have documentation that is not already available to the GaDOE’s Cross-Functional Monitoring Team

• Current Year documentation for each required descriptor should be placed in a folder for team review

• Items too large to be placed in folders should be readily available and with required items clearly identified

Federal Programs Federal Programs Cross-Functional MonitoringCross-Functional Monitoring

ols

FY13 Monitoring Form

Items column

Requirements column

Documentation on file at the GaDOE column

Documentation on file at the LEA column

Review of Descriptors and Review of Descriptors and Required DocumentationRequired Documentation

Documentation for Monitoring of Federal Programs

Emails

Memos

Dated Meeting Agendas

Dated Sign-in Sheets

Checklists with comments

Record of physical inventory of equipment and real property

Documentation for Overarching Requirement

• The LEA conducts monitoring of its Federal programs– What processes, polices, and procedures does the LEA

have in place to monitor the implementation of Title I, Part A; Title I, Part C; Title I, Part D; Title II, Part A; Title III, Part A; Title VI, Part B; Title X, Part C; RT3 and Lowest Achieving Schools; School Improvement 1003(a); School Turnaround (SIG 1003(g)/1003(g) ARRA)

– When was the last time you were monitored by the GaDOE


• The LEA conducts monitoring of its Federal programs:

– When was the last time you were audited by the State auditors or external auditors

– What findings, if any, did you have from the last monitoring visit

– Were there any corrective actions required


• Item #1:– Written description of the LEA monitoring process

• On-site procedures• Timelines and schedules• Data review

– Written internal control procedures– Written corrective action process

• Copies of corrective actions required by LEA

– Results of technical assistance provided by LEA to schools


• Item #2: Evidence of the frequency of monitoring– Schedule for monitoring– SIG – Minutes of board meeting approving– Annual Grant Award Notification– SIG – Policies on Federal Grant Administration– Policy checklists– School budgets


• Item #2: Evidence of the frequency of monitoring– Corrective actions from most recent LEA monitoring

of schools/programs– Completed plans—SWP, TA, FLP, School Improvement

Plan, Parental Involvement, RT3 Scope of Work (SOW)– Written procedures for follow-up/verification

of implementation of required corrective actions identified by the LEA


• Item #2:– Agendas, sign-in sheets, minutes of meetings

• CLIP revisions• RT3 Scope of Work (SOW)• School Turnaround: Increased Learning Time (ILT)

and Incentive Plans• Schoolwide plan revisions• Targeted Assistance plan revisions• Parental Involvement plan revisions• Highly Qualified requirements• ESEA Public School Choice/FLP requirements• Annual Title I meeting

Documentation for Comprehensive LEA Improvement Plan (CLIP) and Scope of Work (SOW)

• Copy of dated meeting agendas, sign-in sheets (role identified), etc. to show evidence of periodic review, evaluation, and revision of CLIP

• Dated sign-in sheets that include stakeholders representing teachers, administrators, other appropriate school personnel, parents, and children in schools receiving Title I services

Documentation for Parental Involvement

Requirement Documentation3.1 Parent notifications are in an understandable and uniform format in a language parents can understand

• Translated parent notifications• Flyers, letters, and other

communications in family-friendly language

3.2 LEA provides guidance to schools about timeliness and requirements of parental notices for schools identified as Priority, Focus, and Title I Alert

• Emails• Checklists• Meeting agendas• Sign-in sheets


Requirement Documentation3.3 LEA notifies parents of:•School Designation Status

•ESEA Flexibility Waiver Status•ESEA Public School Choice•Flexible Learning Program •Teacher and Paraprofessional Qualifications•Highly-Qualified Teachers

• Letter, student handbook, newsletter, website

• Dated letter, website• Dated letter, website• Dated letter, website• Dated letter, student

handbook, flyer, website• Dated letter


Requirement Documentation3.4 LEA provides technical assistance to schools to develop capacity to plan and implement effective parental involvement practices, school parental involvement plans, and school-parent compacts

• Meeting agendas• Sign-in sheets• Meeting minutes• Guidance and sample

communication materials• Timelines and checklists


Requirement Documentation3.5 Individual LEA and School parent involvement plans developed jointly with parents and revised yearly. LEA‘s process to collect and review plans and practices to determine effectiveness

• LEA and School parent involvement plans with yearly revision date (month, day, and year) on cover page

• Written description of process

3.6 LEA and school policies/plans and other Title I documentation have been distributed in multiple ways to all parents

• Student handbook• Newsletter • Website• Title I Annual Meeting agenda and

sign-in sheets


Requirement Documentation3.7 Schools have a signed and dated school – parent compact that has been developed jointly with parents and contains at a minimum, parent-teacher conferences at the elementary school at least annually, frequent reports to parents on their child’s progress, and reasonable access to staff

• School – parent compact (signed and dated by student, school, and parent)

• Meeting agendas• Meeting minutes• Sign-in sheets• Record of parent feedback


Requirement Documentation3.8 Schools convene Annual Title I Meeting for Title I parents

• Meeting agenda• Meeting minutes• Sign-in sheets• Meeting notices

3.9 Annual evaluation of the content and effectiveness of the LEA’s and school’s parental involvement plan and activities with a summary of results and an opportunity for all parents to participate in evaluation

• Annual parent survey with summary of results

• Meeting notices• Meeting agendas• Sign-in sheets• Record of parent feedback


Requirement Documentation3.10 LEA and schools carry out the six requirements to build parents’ capacity to be involved in school including using Title I funds to support literacy programs.

• Meeting agendas• Meeting notifications• Power points of training

materials• Sign-in sheets• Newsletter• Parent trainings• Social media• Website


Requirement Documentation3.11 LEA and schools have informed parents of the existence of parent resource center, if applicable (including location and hours of operation)

• Newsletter• Student handbook• Flyers• Website

3.12/3.13 LEA receiving over $500,000 reserves at least 1% of its Title I, Part A allocation for parental involvement and provides all parents the opportunity to be involved in decisions about the use of the 1% reservation.

• Record of parent input• Meeting agendas• Meeting notices• Sign-in sheets• Invoices


Requirement Documentation3.14 LEA informs all parents of Title I students of the opportunity to be involved in the planning, revision, and implementation of parental involvement activities, school improvement plans, LEA’s CLIP, schoolwide/targeted assistance/FLP plans, and RT3 scope of work.

• Written procedures of parent involvement in planning, revision, and implementation

• Meeting notices• Meeting agendas• Sign-in sheets• Meeting minutes

Helpful Resources Title I Handbook – Current Edition

NCLB Act of 2001 (Blue Book)

Parent Involvement Compliance Documents - http://

www.gadoe.org/School-Improvement/Federal-Programs/Pages/Parent-Involvement-Compliance-Documents.aspx

GaDOE Website – http://public.doe.k12.ga.us

US ED Website – www.ed.gov

LEA Monitoring Form FY13

Education Support Services Operations Manual

Migrant Resource Binder

Office of Management and Budget (OMB) Circulars

Education Department General Administrative Regulations (EDGAR)

http://www.gadoe.org/School-Improvement/Federal-Programs/Pages/Parent-Involvement-Compliance-Documents.aspx



http://public.doe.k12.ga.us/

http://www.ed.gov/

Documentation for School Improvement (1003a)

• Written procedures describing how the LEA oversees and monitors school improvement plan review and implementation

• Written procedures describing how the LEA provides technical assistance to schools in developing, revising, implementing, and coordinating schoolwide/school improvement plans


• Copy of budget , expenditure detail reports, and purchase orders for school improvement expenditures

• Copies of School Improvement (1003a) plans and Corrective Action, and State Directed schools’ contracts

• Copies of dated agendas and/or minutes, sign-in sheets of committee meetings

• Copies of correspondence to schools


• Copies of dated agendas and/or minutes, sign-in sheets of professional development meetings

• Copies of correspondence between LEA and schools identified as Priority, Focus, or Alert

• Copy of training materials• Expenditure detail reports reflecting professional

learning activities (function 2210)


• Copies of revised School Improvement plans with schoolwide components sufficiently addressed

• Comprehensive Needs Assessment with a focus on the area of need for the school

• Copies of dated meeting agendas and sign-in sheets

• Written procedures for monitoring use of school improvement [1003(a)] funds

Documentation for School Improvement (1003g)(SIG)• Expenditure detail reports reflecting professional

learning activities (function 2210)

• Copies of agendas, minutes of meetings, sign-in sheets, and training materials of job-embedded professional learning for SIG 1003(g)

• Copies of Increased Learning Time (ILT) schedules noting time and pay for SIG 1003(g) ARRA

Documentation for ESEA Public School Choice (Choice)• Copy of LEA communication to identified schools

regarding implementation of Choice

• List of parents requesting Choice with sending and receiving schools noted for each student

• Copy of enrollment report by school with list indicating number of actual transfers

• Copy of parent inquiries and complaints and the resolution of each

• Written procedure describing the LEA’s process and timelines for receiving, processing, and implementing transfer options

• LEA Web site screen shot showing the posting of public school choice information

• Copy of cooperative agreement request letter and response from neighboring LEAs if no public school choice options are available

Documentation for ESEA Public School Choice (Choice)

Documentation for Georgia’s ESEA Flexibility Waiver • Approved FLP plan• Evidence that FLP plans are comprehensively

developed– Copy of dated meeting agendas, sign-in sheets

(role identified), etc. to show evidence of periodic review, evaluation, and revision of CLIP

– Dated sign-in sheets that include stakeholders representing teachers, administrators, other appropriate school personnel, parents, and children in schools receiving Title I services

Documentation for Georgia’s ESEA Flexibility Waiver • List of schools offering FLP and number

of students participating at each school

• Copy of letter/notification to parents of eligible students of the availability of FLP at least twice annually – List of schools offering FLP and their status (Priority, Focus,

Title I Alert)– A brief description of service(delivery model, start and end

dates, hours of service, during school, before/after school, weekends, summer, and subject areas)

Documentation for Georgia’s ESEA Flexibility Waiver • Copy of letter/notification to parents continued

– Explanation of procedures to determine student eligibility– An offer to assist parents in understanding Georgia’s ESEA

Flexibility Waiver

• Copy of parents’ requests and disposition– Written documentation that describes the LEA’s process and

timelines for notifying parents about FLP and for receiving and processing FLP enrollment forms.

Documentation for Georgia’s ESEA Flexibility Waiver • Notification regarding parent

workshop/meeting (at least one) to explain the FLP to parents and provide parents the opportunity to view first hand FLP services– Copy of meeting notification, dated agendas, dated sign-in

sheets, meeting minutes

• Written documentation that describes the LEA’s process for entering into agreements/contracts with FLP providers external to the LEA.– Sample agreements/contracts between LEA and FLP provider

external to the LEA

Documentation for Georgia’s ESEA Flexibility Waiver • List of students served in FLP program by school.

• Copy of Free and/or Reduced Priced Meal (FRM) status used to determine eligible children; priority list of eligible students based on rank order of need, and a list of children served.

Documentation for Georgia’s ESEA Flexibility Waiver • Evidence that if the LEA has requested a lesser

amount or reallocated funds reserved for FLP to other activities, it has first assured the SEA that eligible children and their families have had adequate time to avail themselves of the opportunity to receive FLP.– Evidence of aggressive measures to increase enrollment

including copies of announcements/recruitment efforts to inform and encourage participation by eligible children in FLP.

– Copy of the GaDOE approved FLP Request for Lesser Amount Worksheet.

Documentation for Georgia’s ESEA Flexibility Waiver • Copies of LEA’s complaint procedures.

Documentation of complaints with resolution where applicable.

• Timelines, monitoring documents/reports, communication to GaDOE related to the FLP and monitoring of the program.

Documentation for Georgia’s ESEA Flexibility Waiver • Samples of student learning plans/achievement

goals, progress reports specific to students with disabilities, English language learners, Migrant students, Homeless students.

• Attendance data for FLP students.

Documentation for Georgia’s ESEA Flexibility Waiver • Posting of the FLP information on LEA’s Web

site:– Beginning with 2007-2008 school year and for each subsequent

school year, the number of students who were eligible for and who participated in the SES/FLP option.

– For the current school year, a list of contractors/providers used for FLP.

• Copies of rank order of eligible students and multiple, educational selection criteria per content area served.

Documentation for Georgia’s ESEA Flexibility Waiver • Copies of the FLP master schedule for each

Priority, Focus, and Title I Alert School (where applicable). The FLP master schedule must include exact dates of service to include days of the week and start and end dates for the program, hours of service, instructor’s names, content area assignments, and number of students served by time/day.

Documentation for Georgia’s ESEA Flexibility Waiver • Copies of:

– Reports of summative assessment data for each content area served, aggregated at the LEA level and disaggregated by participating school.

– Average daily attendance data of participants aggregated by participating school and disaggregated by grade level.

– Summaries of customer satisfaction data aggregated at the LEA level and disaggregated by participating school.

– Copies of program evaluation reports released to stakeholders in the LEA.

– Copies of LEA procedures for evaluating the LEA’s FLP program.

Documentation for Georgia’s ESEA Flexibility Waiver • Evidence that when the LEA provides

transportation for the FLP program procedures are in place to ensure that costs relates to transportation for FLP are accurate and charged to the LEA’s central office.

• Evidence that when the LEA provides professional learning to FLP instructional staff that the professional learning is related to the instructional strategies and content areas of the FLP.

Documentation for Schoolwide Programs

• Copy of SWP plans that include the ten required components from the Elementary and Secondary Education Act of 1965 (ESEA) with the date of revision on the cover page

• Copy of Schoolwide Program Checklist signed by the Title I Director

• Reminder: This includes residential treatment facilities operating as schools

Documentation for Schoolwide Programs

• Copy of written communication from LEA providing guidance to schools about development, implementation, and evaluation of SWP requirements

• Examples of activities that support the intent and purpose of federally funded programs

• Copy of purchasing procedures

Documentation for New Schoolwide Programs

• Documentation for planning of new schoolwide program

– Name of outside technical assistance provider– Copies of dated minutes, timelines, agendas from

planning meetings– Copy of schoolwide plan– Copy of the intent to become schoolwide

Documentation for Targeted Assistance (TA)

Programs• Copy of guidance to schools on TA program

requirements

• Copy of dated sign-in sheets showing that staff paid with TA funds participate in professional learning activities with regular funded staff


Programs• Copy of School TA plan detailing how the TA

program is coordinated with and supports the regular program

• Reminder: This includes residential treatment facilities operating as schools


Programs• Listing effective instructional strategies that

strengthen the core academic program of the school

• Written procedures for identifying eligible students in each content area


Programs• Copy of student selection form

– Must use multiple educationally related criteria

• List of eligible students in rank order by content area

• List of students served by content area


Programs• List of scheduling models

– Should minimize removal of children from regular classroom during school day

• Copy of teachers’ schedule

• Copy of class rosters for students receiving Title I services

• List of scheduling model(s) used

Documentation for Audits

• Copies of two most recent audit reports

• Copies of written procedures for the resolution of audit and cross-functional monitoring findings

• Evidence of corrective action plan when required

Documentation for Maintenance of Effort

• Will be calculated by the GaDOE

– Exceptions: Special State Charter schools

• Documentation required only for districts that do not meet the required maintenance of effort

Documentation for Attendance Area Determination • Copy of source data documenting the number

of pre-kindergarten students qualifying for free or reduced meals (FRM)

Documentation for Allocations and Carryover

• Copy of worksheets and detailed expenditure report showing the amount of parental involvement funds (required 1%) carried over to the next fiscal year or that all funds were expended

• Copy of worksheets and detailed expenditure report showing the amount of private school funds carried over to the next fiscal year and their reallocation or affirmation of equitable services during the previous year

Documentation for Reservation of Funds

• Copy of current year itemized expenditures for ESEA school choice transportation

• Copy of current year itemized expenditures for Flexible Learning Program (FLP)

• Copy of applications/enrollment data for FLP with dates

• Copy of itemized expenditures printout for each Priority School from function code 2210

Documentation for Expenditure of Funds

• Copies of LEA financial internal control policies and procedures

• Copies of LEA accounting reports to include:– Chart of accounts– Budget reports– Detailed expenditure reports– Detailed General Ledger for Title I and RT3 accounts– Payroll distribution report– Copy of 1512 report


• Supporting source documentation (voucher package)– Invoices– Purchase Orders– Travel vouchers and agendas for conferences

• Copy of payroll verifying that the number of employed staff is equal to the number approved in the Consolidated Application


• Copy of written plan detailing when after-the-fact periodic certifications will be conducted

• Copy of after-the-fact periodic certifications for each person paid 100% with Federal funds


• Copy of procurement policies for consultants and contractual agreements

• Sign-in sheets, evaluations, or other documentation that verify performance/de

• Copy of travel authorizations and vouchers paid using Title I, RT3, School Improvement 1003(a) and 1003(g) (SIG) funds


• Copies of time logs for any split-funded personnel being paid with Federal funds

– Schedules identifying the time and Federal fund source may be used for personnel with fixed daily schedules

– Schedule must have signature of the employee and supervisor on a monthly basis, with dates of signatures

• Copy of purchase orders for use of capital expense funds (object code 700) with prior approval notification from GaDOE Title Programs Division

Documentation for Supplement Not Supplant

• Federal funds are used to supplement or increase non-Federal sources used for education of participating children– Copy of approved school budgets– Copy of purchase orders indicating expenditures

of Federal funds at the LEA and school level– Copy of detailed expenditure reports– Roster showing LEA allocation of personnel– Copy of written purchasing procedures

Documentation for Comparability of Services

• Copies of staff lists and enrollment reports that support the Title I Comparability Report

Documentation for Equipment and Real Property

• Copy of purchase orders documenting purchases of equipment or real property with Federal funds

• Copy of contracts for equipment leased with Federal funds

• Copy of inventory records showing item description, cost, date of purchase, vendor, serial number or other identification number, location, fund source, use and condition, and disposition information EDGAR 80.32, OMB A-87

Documentation for Equipment and Real Property

• Records/logs of dates of physical inventories, including equipment located at private and charter schools with date of review and signature of person conducting the review

• Copy of equipment use plan for TA schools

• Copy of LEA Equipment Disposition Policy to include EDGAR requirements EDGAR 80.32, OMB A-87

Cash Management

• Copy of written internal control procedures that include:– Segregation of duties– Reconciliation

• Supporting financial records for LEA drawdowns– Expenditure reports– Reconciliations

• Copy of drawdown requests that are consistent with DE 0147, supported by accounting records

Documentation for Race To the Top Reporting

• Copy of prior year’s completion report

• Copy of accounting records to support results of expenditures indicated in the completion report

• Copy of RT3 Quarterly Reports

• Copy of 1512 Quarterly Reports for SIG 1003(g) ARRA

Documentation for Services for Homeless Children and Youth

• Copy of LEA written procedures/policy for Education of Homeless Children and Youth containing all required components and indicating annual revision and/or review date (month, date, and year)

• List of schools and number of homeless children and unaccompanied homeless youth enrolled at each LEA school. (Student roster by student identifier and/or name and school)

Documentation for Services for Homeless Children and Youth

• Copy of flyers, handouts, posters, program brochures, written procedures for notifying stakeholders, regarding the homeless program and the contact information for the homeless liaison

Documentation for Services for Children in Neglected Institutions• Copy of the source data form(s) that residential

facility directors complete for the annual survey for neglected children with list of students from each facility

• Class schedules and calendar confirming that Title I and educational programs are year round

• List of staff funded with Title I reservation

• Copy of curriculum plan for residential facilities operating a school on-site

Documentation for Services for Children in Neglected Institutions

• Number of students receiving special education services and a sample of a student’s IEP

• Agendas showing LEA consults with institutions regarding educational plans

• Parental involvement correspondence and plan

• Copies of purchase orders for materials and equipment

Documentation for Title I, Part D, Subpart 2 Grantees• Copy of the source data form(s) that residential

facility directors complete for the annual survey for delinquent children with list of students from each facility

• Evidence of longitudinal tracking of annual outcome data

• Copy of the most recent program specific evaluation reports

Documentation for Title I, Part D, Subpart 2 Grantees

• Sample curriculum plan based on scientifically based research for a school serving an institution

• Number of students receiving special education services and a sample copy of an IEP from a student residing in an institution

• Collaborative planning agendas. Copies of agendas, meeting minutes, and attendance sheets that verify coordination between the LEA and N or D facility


• Parental involvement correspondence and parental involvement plan1) If students are being educated at LEA schools, the LEA

schools' parental involvement plan must include a statement that the residential facilities in its school attendance area are included in the parental involvement correspondence and activities.

2) If students are being educated at a N or D facility, then the facility must have a parental involvement plan, correspondence, and activities to the extent feasible.


• Class schedules and calendar confirming that Title I services and educational program are year round; List of staff at neglected or delinquent institution(s) funded with Title I neglected reservation.


• Copies of formal agreements and/or memorandum of understanding (MOU) for services paid for with Title I, Part D, Subpart 2 grant funding. Copies of agendas, meeting minutes, and attendance sheets that verify coordination between the LEA and N or D facility.


• Copy of planned and approved activities, including budget reports, records of expenditures, carryover and other summary reports.


• LEAs eligible to receive the Title I, Part D, Subpart 2 allocation only:

Dublin City, Bleckley County, and Taylor County

• LEAs eligible to receive Title I, Part A neglected reservation AND the Title I, Part D, Subpart 2 allocation:

Appling County and Troup County

Documentation for Title VI, Part B

• Copy of current LEA detail report of expenditures for Title VI, Part B

• Copies of source documents for expenditures (purchase orders, contracts, travel expense reports)

• Copies of time logs for split-funded personnel or class schedules identifying the time funded by Title VI, Part B if personnel have a fixed daily schedule

• Copy of after-the-fact periodic certifications for personnel paid 100% with Title VI, Part B funds

Title II, Part AChanges for FY13 Cross-Functional Monitoring

• Title II, Part A Compliance Monitoring is being merged into the GaDOE Federal Program Monitoring process (Cross-Functional Monitoring)

• The entire FY13 Title II, Part A Compliance Monitoring Document is embedded in the FY13 Federal Programs Monitoring Document and merged with the Title I, Part A requirements for highly qualified teachers and paraprofessionals


• The Title II, Part A compliance requirements remain the same, and in the same order, as listed on the Title II, Part A Compliance Monitoring Document in the FY13 Title II, Part A Handbook

• Three specific Title I, Part A requirements for highly qualified teachers and paraprofessionals have been added under “Highly Qualified Teachers and Paraprofessionals”


• Title I requirements added under Highly Qualified Teachers and Paraprofessionals

• All teachers paid with Title I, Part A funds in Title I schools meet highly qualified requirements

• Title I instructional paraprofessionals meet the ESEA hiring requirements

• Title I instructional paraprofessionals perform their work under the direct supervision of a highly qualified teacher

Documentation for Title II, Part A Coordinated Between LEA Title IA and Title IIA Directors

• Copies of FY13 Title I and Title II Attestation Form from Principals

• Copy of each teacher’s teaching assignment (Title I teachers)

• Copy of Title I payroll records

Documentation for Title II, Part A Coordinated Between LEA Title IA and Title IIA Directors

• Copy of written procedures, personnel policy, and/or vacancy posting that ensure the hiring

of qualified paraprofessionals

• Copy of instructional paraprofessional’s schedule that indicates the highly qualified teacher who provides direct supervision

• Copy of notification letter to parents that they may request information regarding teachers’ professional qualifications

Documentation for Title II, Part A Responsibility of LEA Title II, Part A Coordinator

• Specific documentation that clearly indicates compliance with requirements under each area– Needs Assessment and Planning– Highly Qualified Teachers and Paraprofessionals – Equity– Use of Funds– Private Schools– Parent Notification

Title II, Part AAdditional Training in Preparation for Monitoring• Save the Date: December 7, Macon area

– Review of specific documentation required to meet Title II, Part A compliance requirements

– Required for each district being monitored in FY13

• In the meantime, LEA Title II, Part A coordinators– Reorganize and re-label files to align with Title II,

Part A Requirements as listed in the Cross-Functional Monitoring Document

– Coordinate with LEA Title I Director on required documentation for Highly Qualified Teachers and Paraprofessionals

Documentation for Title III

• Private School Consultation– List of private schools within LEA’s boundaries– Evidence of multiple opportunities for consultation regarding

Title III services (could be part of Title programs letter to private schools)

• Records and Management– Copy of written policy/plan/procedures on English Learners (EL)

services– Evidence policy was disseminated to schools– Printout of EL student record data from LEA student information

system


• Professional Development (PD)– Copy of ESOL needs assessment outcomes and

evidence that PD offerings were related to the outcomes– Dated agendas, conference materials, sign-in sheets,

and expense statements documenting ESOL staff or other LEA staff attended Title III/ESOL trainings, workshops, and conferences provided by GaDOE or other non-local entities

– Copy of LEA’s PD plan for ESOL, including needs assessment, long-range PD goals, dated agendas, handouts, sign-in sheets


• Instructional Programs– Agendas, meeting minutes, emails, communications indicating

communication of EL data among stakeholders– Written procedures describing how ACCESS, CRCT, EOCT,

GHSGT, and GHSWT data are used to make instructional decisions

– Evidence of adjustments to services based on assessment results (narrative from SAR, sample lesson plans, interview questions)


• Evaluation and Accountability– Copy of written process and criteria used

for transitioning ELs to monitored status, which includes ACCESS scores, LAC documents and reading competency scores

– Copy of LEA report describing Title III programs and activities, specified content-area (R/Math) progress of LEP children, number and percentage of LEP children attaining English proficiency, and the progress that Monitored 1 and 2 students made in content areas


• Parental Involvement and Notification– Copies of LEA/school communications

to parents, in multiple languages, informing parents of Title III-served students about Title III activities and services

– Written policies and procedures regarding parental waiver of ESOL services

– Copies of LEA/school communications to parents, in multiple languages, informing parents of Title III-served students should the LEA fail to make progress on any of the Title III annual measurable achievement objectives (AMAOs)


• Parental Involvement and Notification– Copies, in multiple languages, of communications

or materials disseminated to parents of Title III-served ELs regarding effective parental involvement practices and participation opportunities

– Dated meeting agendas, minutes, dated sign-in sheets, letters, invoices, surveys indicating recommendations from parents of Title III-served regarding parent outreach services


• Fiduciary Responsibility– Copies of administrative time logs, budget/detail expenditure

reports– Copy of Title III purchase orders, LEA budget/detail expenditure

reports indicating Title III expenditures– Copy of written plan detailing when after-the-fact periodic

certifications will be conducted– Copy of current year after-the-fact periodic certifications– Copies of monthly time logs, or teacher schedules

if personnel have a fixed daily schedule, signed monthly by the employee and employee’s supervisor

– Current year detail expenditure report for Immigrant funds

Documentation for Private Schools

• Copy of LEA policies and/or procedures for provision of services to eligible children attending private schools, including complaint procedures

• Copy of letter inviting private school officials to consult about Title I services

– Private School DE1111 forms– U.S. Postal registration receipt– Sent to all private schools where residents

of LEA are enrolled – Dated agenda and sign-in sheet for initial

consultation/informational meeting


• Copy of signed affirmation of consultation, if applicable

• Copy of Private School Report of Students Enrolled with public school attendance area noted for each student

• Copy of multiple selection criteria worksheets (K-2 and 3-12)

• Copy of private school instructional plan


• Copy of private school attestation, signed by private school official, that equitable services were received the previous year

• LEA payroll indicating that providers of services are LEA employees or third party contractor

• Hi-Q certification in the subject area taught for teachers providing services

• Copy of assessments showing annual progress of students and modifications made


• Evidence the LEA regularly supervises the provision of services to eligible private school children (logs, minutes of meetings, list of modifications)

• Copy of expenditure reports and invoices indicating salaries, materials, equipment and property purchased to support services to private school children


• Expenditure reports, invoices, equipment inventory showing that the LEA maintains control of Federal funds, materials, and equipment

• Copy of procedure for conducting inventory• Copy of procedures for equipment disposal • Copy of equipment inventory with date

physical inventory was conducted• Copy of contract with third-party contractor,

if applicable• After-the-fact periodic certification

Documentation forAcademic Achievement Awards• For an LEA that is a Reward District, has Reward

Schools, or a National Title I Distinguished school– Copies of purchase orders– Copy of distribution of funds worksheet if monetary awards are

given to staff

Documentation forAcademic Achievement Awards• For an LEA that has Highest Performing Reward

Schools and/or High-Progress Reward Schools– Copies of communications to schools, agendas, minutes, and sign-in

sheets– Copies of purchase orders– Copy of distribution of funds worksheet if monetary awards are

given to staff

Documentation for Title I, Part CMigrant Education Program Services

• Records Maintenance and Transfer– SIS report of current K-12 migrant coded participants; current

enrollment verification form; current participant verification form; new participant report verification form (if applicable)

– Copies of local communication (letters, memos, faxes, telephone logs) between LEA and sending or receiving schools regarding student educational and health data

• Identification and Recruitment– Copies of recruitment activity information(occupational survey

form, travel logs, telephone logs, local ID & R Plan, local schedule of weekly recruitment activities); LEA Year Round recruitment Plan

– Occupational Survey (see sample slide, next)


Occupational Survey

Documentation for Title I, Part CMigrant Education Program Services• Priority for Services

– Current or updated documentation of instructional and/or support services being provided (schedule of interventions, frequency, schedule of staff/student contact, tutoring schedules, updated PFS spreadsheet, log of activities or plan book)

– Documentation indicating why a PFS participant is not being served

– Evidence of dissemination of forms and reports and adjustments to services based on reports

Documentation for Title I, Part CMigrant Education Program Services• Private School Consultation

– List of all private schools within LEA’s boundaries– Copy of letters, telephone logs, e-mails notifying

private school officials of the availability of services– Copy of written response from officials of all private schools

accepting or declining services– Copies of agendas of ongoing meetings and

consultation with private school representatives, if applicable


• Comprehensive Needs Assessment and State Service Delivery Plan (SDP)– Evidence the LEA is planning and organizing for the FY14 local

needs assessment that comports with the state’s SDP• Names of needs assessment team members• Agendas• Meeting dates

– Adjustments made to local services resulting from assessment data

– Local service goals/targeted assistance support the state SDP

Documentation for Title I, Part CMigrant Education Program Services• Migrant Services Coordination

– Supplemental Services Tracking Form– Migrant staff current year schedules and/or other available

documentation of migrant and non-migrant support services for eligible migrant participants

– Evidence that attempts have been made to address the needs of currently eligible migrant participants to include Pre-school, Pre-K through 12, OSY/DO.

– Documentation explaining why students are not being served through Implementation Plans (IPs) and other community, social, health, and educational services

Documentation for Title I, Part CMigrant Education Program Services• Parent Involvement/Parent Advisory Council

(PAC)– Documentation of 2 of 3 meetings required– Agendas and minutes showing consultation with parents

regarding planning, implementing, and evaluating migrant projects;

• List of dates of migrant PAC meetings (at least two required)

• Sign-in sheets, language of communication, and evidence of interpreting, if required

• List of PAC members • Evidence that migrant parents represent

over 50 percent of the PAC membership

Documentation for Title I, Part CMigrant Education Program Services• Professional Development

– Local needs assessment outcomes and related local professional development offerings in connection to the State Service Delivery Plan

– Participation documentation for staff involved in/attending other trainings, workshops, or conferences (face to face or online – PDNow!)

Documentation for Title I, Part CMigrant Education Program Services• Early Childhood Education

– Current or updated documentation of instructional and/or support services being provided to all MEP preschool children

• schedule of interventions, • frequency• schedule of staff/student contact, • schedule of services to preschool participants

Documentation for Title I, Part CMigrant Education Program Services• Program Evaluation

– Most current state assessment scores of migrant students;– Most current local assessment data showing migrant student

growth in supplemental tutoring, interventions, or support; – Updated migrant drop out and graduation lists.

Documentation for Title I, Part CMigrant Education Program Services• Use of Title I, Part C Funds

– Current year detail expenditure report– Invoices and purchase orders for MEP purchased

supplies, equipment, materials, and services – including travel reimbursements

– Inventory records for• Learning Resources• Property• Technology

Documentation forLEA Charter Schools

• Copy of the notification of new or expanding LEA charter school sent to the LEA by the charter school no later than April 1st

• Copy of accounting documents verifying that funds are available within five months of opening or expansion of the LEA charter school

• Copy of written procedures that outline how student records and IEPs are transferred to charter schools in a timely manner

• Copies of budgets and expenditure reports indicating participation of charter schools in Title I, Part A and Title VI, Part B

Documentation for Special State Charter Schools

• Copy of the notification of new or expanding Special State Charter School sent to GaDOE no later than April 1st

Documentation for Race To The Top (RT3)

• Copy of Scope of Work (SOW) plan

• Written process used to develop project management plan

• List of names and roles of persons responsible for project management

• Copy of deliverables (listed in SOW)


• Copy of meeting agendas, sign-in sheets, revised SOW plan indicating data review at both the LEA and school level that ensures performance goals are being met

• Copy of Memorandum of Agreement with GaDOE

• Written LEA policies, procedures, and practices that describe the steps taken by the LEA to ensure sustainability of work beyond the grant period


• Copy of meeting agendas, local Board of Education minutes, or other presentations indicating project plan revision, policy revision, and/or revision of procedures, if revisions have occurred

s


• Public notices, meeting agendas, presentation materials, local partner Memorandum of Agreement, or agreement with faith-based organizations indicating communication about RT3 to stakeholders

• Review of Required Interview Questions

s

Documentation for School Turnaround (SIG 1003(g) and 1003(g) ARRA)

• Cross Functional Monitoring is predominately fiscal.

• Reviewing financial reports to ensure that the districts are in compliance with the non-negotiables of the grant.

• Reviewing copies of all purchased items in Function Code 1000/Object Code series 600/700 to ensure students have sufficient access to materials


• ILT plans (300 hours required)– Student Increased Learning Time (a minimum of 60 hours is

required)– Stipends for professional learning/collaboration– Student Enrichment

• Incentive plans– Student performance – Teacher performance


• Copy of meeting agendas, sign-in sheets, at both the LEA and school level that ensures ILT collaboration is occurring

• Copy of local Board of Education meeting agendas and minutes indicating acceptance of the yearly grant award

Complaints, Ethics and Fraud, Complaints, Ethics and Fraud, Waste, and AbuseWaste, and Abuse

Documentation for Complaint Procedures

• Copy of LEA complaint procedures that include a process for tracking complaints and reports of their resolution

• Documentation that information on the compliant process has been disseminated to schools in the LEA

Documentation for Ethics and Fraud, Waste, and Abuse• Copy of LEA’s fraudulent activity policy

or administrative regulations• Written procedures for technical assistance

to schools– Dated agendas– Dated sign-in sheets

• Copies of written procedures for dissemination of the LEA’s fraudulent activity policy or administrative regulations to all employees– Dated agendas– Dated sign-in sheets

Documentation for Ethics and Fraud, Waste, and AbuseQuestions:1. Are you aware of any fraudulent activity occurring

in this program?2. Have you been asked to participate in any fraudulent

activity for this program?3. How is this policy/procedure disseminated to all

employees/staff?

Assessment SecurityAssessment Security

Documentation for Assessment Security

• Copies of communication to the public and local educators regarding the LEA’s test security policy and consequences for violation.

• Written documentation of the LEA’s plan for training and monitoring assessment administration conditions across the LEA, even when its assessment system is comprised of only local assessments

s

Documentation for Assessment Security

• Documentation provided on how any data quality issues related to assessment and accountability has been addressed, including security breaches

s

Questions and AnswersQuestions and Answers

Helpful Resources

Title I Handbook – Current Edition

NCLB Act of 2001 (Blue Book)

GaDOE Website – http://public.doe.k12.ga.us

US ED Website – www.ed.gov

LEA Monitoring Form FY13

Education Support Services Operations Manual

Migrant Resource Binder

Office of Management and Budget (OMB) Circulars

Education Department General Administrative Regulations

(EDGAR)

http://public.doe.k12.ga.us/

http://www.ed.gov/

CONTACT INFORMATIONCONTACT INFORMATION

Dr. Jimmy Everson

Title I Education Program Specialist

Area 7

Telephone: (229) 723-2664

Email: [email protected]