MONITORING 2017-18 2017 PAFPC Erin Derr, Regional Coordinator Janice Joyce, IU 19 Federal Program Consultant

2017-18 Monitoring All Priority schools will be monitored for Priority status at the school level All Focus schools not monitored in 2016-17 will be monitored for Focus status at the school level All LEAs that fall under the “high risk” and “medium risk” category, based on DFP’s Subgrantee Risk Assessment, will be monitored this year Created new four year cycle based on when LEAs were last monitored. Cycle 2 LEAs will be monitored

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

Subgrantee Risk Assessment Factors Factors included in DFP’s Subgrantee Risk Assessment: Monitoring Findings Fiscal Programmatic Timely submission of required documents PIMS Comparability Quarterlies FERs Consolidated Application/Funding Adjustments/Amendments 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 Maintenance of Effort (MOE) New Federal Program Coordinator, Business Manager, Superintendent at LEA

Desk Monitoring Criteria for LEAs to eligible for desk monitoring in 2017-18 LEAs that are monitored based on the four cycle No change in personnel Allocation less than $560,000 Regional Coordinator approval

Monitoring Letters go out to Superintendents and CEOs Name of assigned monitor DFP contact information LEA Username and Password for Fed Monitor online system Tips to help LEAs prepare for monitoring visit Monitors contact LEAs 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 date For parents, it is recommended that they do not work for the LEA. 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 Coordinator

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 schedule Try to assign buildings within the same geographic area to monitors Make sure all online documentation is complete Consolidated Application and Funding Adjustment/Amendment, if possible Online Monitoring Instrument Gather and organize all documentation

Online Consolidated Review Instrument Link to access Fedmonitor web site: www.federalmonitor.com/pa/gov Reminder: All requirements responded to with “Not Met” or “N/A” require a comment. When selecting “Met,” must check off the suggested evidence. For any box checked under suggested evidence, must have documentation to support it.

Spring/Summer of previous year Equity Plan – prepare or update Maintain agenda and sign-in sheets for Equity meetings Maintain notes on any changes that were made as a result Required by ALL LEAs There are no exemptions Continue 2016-17 Non-public schools consultation Prepare for start of 17-18 Non-public school services Copy of complaint procedures Maintain documentation

Spring/Summer of previous year If using Title IIA money for Class Size Reduction Prepare data to support using Title II for CSR To lower largest average class size in Priority Schools, or in highest poverty schools

Spring/Summer of previous year Maintain documentation of poverty data to determine Title I eligibility Free and reduced count Direct Certification numbers – TANF, SNAP Update Schoolwide Plan Must update every year Agenda/sign-in sheets from meetings – parents must be included Notes on changes made If no changes are made, document that as well

Fall Maintain documentation of all professional development provided by LEA Agenda Sign-in sheets Time certification forms completed All Federally funded staff MUST complete time certification Partially funded – monthly PARs Fully funded from single cost objective – semi-annually Based on time spent on an activity, not the percentage for funding source

Fall Right to Know teacher certification letter to parents Evidence of distribution date Translated copy for parents of EL students Prepare draft Right-to-Know letter informing parents if their child has been taught for four consecutive weeks or more by a teacher that is not Appropriately State Certified Must have a copy on record If used, keep dated copy Draft needs to be school specific and dated for the current year Translate for non-English speaking parents

Fall Hold Title I Parent Meeting Maintain agenda/sign-in sheets Discuss How Title I works in the school Student achievement and how parents can monitor it How to work with teachers to improve student achievement Update LEA and school parent and family engagement policies Must be updated annually with parent input Maintain agendas & sign in sheets School policy must be aligned to the LEA but unique to the schools Charter schools must have both Document method of distribution

Fall Update student-parent compact With parent input – agendas & sign in sheets document method of distribution During staff in-service training work on how to communicate and build ties with parents Maintain agenda/sign-in sheets SPAC skits

Fall Report Staff and Student Data to PIMS Due October Submit Comparability Report to DFP Due November

Winter LEAs notified of upcoming consolidated review (January) Letter from DFP with monitor information and Fedmonitor log in & password Update Consolidated Application Funding Adjustment/Amendment (February-March), if possible Make sure nonpublic assurances are based on latest funding amounts Update business office with latest building allocations

Spring Hold Spring Title I Parent Meeting Only 1 Annual Title I parent meeting required Materials and training to help parents improve child’s achievement (e.g. literacy or technology) Distribute parent surveys to gauge effectiveness of Title I program Collate results and maintain Agenda and sign-in sheets required

Spring Create Transition Plan for 2017-18 Required for ALL schools Head Start Program and other Pre-school Programs Transfer of records Holding joint meetings for parents with preschool teachers Meeting with parents to discuss needs of particular students Maintain Meeting agenda and sign-in sheets Training materials Evaluation forms Calendar of events

Spring Parent Involvement activities If Title I allocation is $500,000 or more, must set aside 1% At least 90%, must be allocated to schools Building-level Parent Involvement allocations and expenditures

Uniform Grants Guidance Five UGG required policies and procedures Travel Reimbursement Policy Conflict of Interest Policy Cash Management Procedures Allowability of Cost Procedures Procurement Procedures must be in place by July 1, 2017 Performance Goal Report Completed in eGrants Evidence it was completed

REAP If your LEA receives Rural and Low Income Schools (RLIS) funding: Prepare statement of allocations and expenditures Include copies of invoices and purchase orders

One Month Before Site Visit PIMS system Collect Teacher Qualifications Report Collect Low Income data report Quarterly reports for federal programs Two latest Single Audit Reports (federal programs only) Carryover Waiver approval letter more than 15% from Title I

One Month Before Site Visit Schoolwide Plan Transition Plan Performance goal report data Program Approval letter showing date district was allowed to start spending funds Equipment Inventory Physical inventory done within past 2 years

One Month Before Site Visit Previous years (6) federal program records location Prepare monitoring visit schedule Complete monitoring online instrument through Fed Monitor using login and password assigned Schedule parents, principal, business manager, etc for date of site visit

DFP Contacts for Monitoring Information: Karen Trissler ktrissler@pa.gov 717-787-7278 Erin Derr jder@pa.gov 717-787-7815

Questions??