FY19 Federal Grant Monitoring: Titles I, II, IV Webinar November 2018

Resources on our website Monitoring procedures document Webinar Agenda Changes for this year Timeline/logistics Resources on our website Monitoring procedures document Examples of specific requirements How to organize and submit materials

Titles I, II, IV monitoring will be combined this year New for FY19 Coordinated Program Review is now Tiered Focused Monitoring – overseen by Office of Public School Monitoring (review every 6 years) Federal Grant Programs Office conducts monitoring for Titles I, II, IV on same 6-year cycle Titles I, II, IV monitoring will be combined this year Title III is still monitored by Public School Monitoring and Office of English Language Acquisition & Academic Achievement

DESE reports out to districts in spring Monitoring Timeline Districts notified October 24, 2018 in memo from Federal Grant Programs Office All desk-based reviews, some districts will also get one-day site visit (to be scheduled by your reviewer) Materials due January 18, 2019 DESE reports out to districts in spring Required follow-up due October 2019 (if there are findings)

Monitoring Resources http://www.doe.mass.edu/federalgrants/titlei-a/monitoring/

Monitoring Resources

Monitoring Procedures Document - Overview Table of Contents

Monitoring Procedures Document - Tabs

Monitoring Procedures Document – Examples of specific tabs Titles I, IIA, and IVA

Needs Assessment Procedure District conducts annual needs assessment that includes student achievement data, input from stakeholders Needs assessment helps determine priorities and where to allocate resources, including federal grant funds Submit procedure that describes process, not the completed needs assessment report May submit one district-wide needs assessment procedure, instead of separate per program Must include Title IV if allocation is greater than $30,000

Monitoring Procedures Document – Examples of specific tabs Titles I, IIA, and IVA

Offer of Consultation to Private Schools Include participation offers received by all private schools listed in FY19 consolidated grant application Evidence must show that offer letter was received by private school

Offer of Consultation to Private Schools May use certified mail receipt as proof Or email with return receipt

Monitoring Procedures Document – Examples of specific tabs Titles I, IIA, and IVA

Time & Effort Records – Common Errors Stipends were not recorded in time & effort records Time & effort records were not consistent with staff listed on personnel list or grant application Time & effort records were not signed The wrong form was used, districts must use: Semi-annual records for full-time staff Monthly records for split-funded staff Option for split-funded staff who maintain a fixed work schedule to use semi-annual records Use our sample templates: http://www.doe.mass.edu/federalgrants/titlei- a/guidance/time-effort-certification-temp.xlsx

Monitoring Procedures Document – Examples of specific tabs Title I - New

Supplement not Supplant Methodology for Title I Different from SnS policy and procedures that has been required in the past This document should describe state/local funding methodology for schools that is ‘Title I neutral’ See guidance: http://www.doe.mass.edu/federalgrants/titlei- a/monitoring/supplement.docx Quick Reference Guide coming soon

Monitoring Procedures Document – Examples of specific tabs Title I

Documentation of Parent Outreach for Title I For each Title I school, submit dated notice of Title I parent meeting for current school year Provide limited sampling of evidence to show that required communication and training was provided to parents of Title I students: Meeting agendas Meeting sign-in sheets Workshop flyers Other documentation that helps parents understand the Title I program

Monitoring Procedures Document – Examples of specific tabs Title IVA

Measuring Outcomes for Title IV Report on how Title IV funds are being used and the impact of activities from 2017-18 school year Include description of data collected to evaluate effectiveness How has this information led to program improvements and changes

Monitoring Procedures Document- Appendix Appendix A: Review Criteria

Monitoring Findings Report - Sample

Organize Materials by Tab Store your materials on a flash drive Materials are organized by tab and submitted together electronically Contact info for the district is included in word doc Duplicate copy is kept for district records

Organize Materials The filenames must be clearly labeled by tab - create a folder for each tab and place related information inside each folder Save your files in Microsoft Word, Excel or PDF format Include a Microsoft Word file containing contact information Preparation will likely involve scanning some documents and converting them to PDF

Submit Materials to DESE Mail your flash drive to: FY19 Federal Grant Programs Monitoring ATT: Margie Roberts, Resource Allocation Strategy and Planning Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street Malden, MA 02148 OR Drop off your flash drive in person at the front desk of the Massachusetts Department of Elementary and Secondary Education in Malden. Label ‘For Margie Roberts’.

Quick Tips/Reminders Date everything If multiple Title I schools in district, make sure required documents are submitted for EACH school Read monitoring procedures manual carefully! Use our sample documents and revise as needed

For More Information Website: www.doe.mass.edu/federalgrants/ Email: federalgrantprograms@doe.mass.edu Phone: 781-338-6230 Or contact your liaison: http://www.doe.mass.edu/federalgrants/liaisons.xlsx