Preparing for Federal Program Monitoring Title I, Part D, Subpart 2 Virginia Department of Education Office of Program Administration and Accountability October 25, 2018

Agenda Today we will discuss: Federal Program Monitoring Process Protocol Document Data Collection and Document Submission Questions and Answers

Divisions Scheduled for Monitoring Goochland County – virtual The web sharing service and call in information will be sent a few weeks before the monitoring.

Federal Program Monitoring Process Suggested steps include: Reviewing the monitoring document as soon as possible in order to understand the program requirements and to allow time to make any changes needed to be in compliance; Consulting with the local facilities and programs, to gather evidence; Consulting with central office staff that helps manage the grant, such as finance or human resources personnel to gather evidence.

Federal Program Monitoring Process Continued Organizing the evidence; Completing the LEA response section in the protocol document; and Submitting the completed monitoring document and all of your documentation two weeks before the scheduled monitoring.

Monitoring Document The monitoring document has been revised. The columns have been eliminated. There is one question per page with page breaks. There are seven parts to each question.

Cover Page of the Monitoring Document Include the name of the school division or LEA and the school year in the top left-hand corner. List the facilities and programs in the school division benefiting from Title I, Part D funding.

Sections of the Monitoring Document Three Sections Standards, Assessment and Accountability Instructional Support Fiduciary Each section includes an overarching question and the reference for that question under the Every Student Succeeds Act (ESSA)

Components of the Monitoring Questions Guiding Questions Examples of Acceptable Evidence Interview Questions LEA Response SEA Response Sufficient Documentation

Location of the Monitoring Document The monitoring document can be found at www.doe.virginia.gov. Type the words Federal Program Monitoring in the Search bar in the top right hand corner to locate the Federal Program Monitoring webpage. Choose the Subpart 2 document under Title I, Part D.

Monitoring Document

Guiding Questions Are based on the law and guidance; Serves as a guide for program implementation; Ensures program compliance

Acceptable Evidence The second part of each question contains examples of acceptable evidence for the guiding questions. The documentation listed are examples, and can include other types of relevant documentation or evidence that answers the question.

Interview Questions Provide guidance about how to answer the guiding questions, and Facilitates discussion during the monitoring interview. The LEA doesn’t have to answer or respond to every question or request in this section.

LEA Response In this section write in your response, as the coordinator to the guiding questions. Responses can be brief or more detailed. Responses are supported by the documentation, which will be the main evidence

SEA Response In this section, the specialist will record notes that can be used to determine if the question requirements were met. LEA will not receive a copy of these notes, as they are informal.

Sufficient Documentation In this section, the specialist will mark whether the documentation that was provided sufficiently addresses the question or not.

Categories of Program Implementation Include and serve as the main headers of each section of the protocol document: Standards, Assessment, and Accountability Instructional Support and Program Requirements Fiduciary

Standards, Assessment, and Accountability Three types of questions in this section of the protocol document include: Alignment with state standards Data collection Overall program evaluation

Standards, Assessment, and Accountability Continued Your program should support the Standards of Learning (SOL) and educational goals for graduation. Provide evidence that SOL are taught and assessed. There should be a documented evaluation process to ensure that the overall program has an impact.

Instructional Support Questions in this section apply to the different types of Title I, Part D, eligible programs and facilities such as: Delinquent facilities; Local correctional facilities; Alternative schools; Community day programs; and At-risk programs in the school division.

Instructional Support Continued Questions in this section address: Instructional Program Planning and Evaluation; Formal Agreements; and Transition between facilities and school divisions.

Formal Agreements A formal agreement—a contract that ensures locally-operated correctional facilities will provide services that align with the federal program requirements— is required between LEAs and their locally-operated correctional facilities (Section 1423, as amended). Beneficial for an agreement to exist between any subgrantee—state agency or LEA—and any entity it funds to provide educational services to children and youth in any type of N or D facility.

Formal Agreements Memorandum of Agreement (MOA) MOA clearly defines the roles and responsibilities of both entities: Purpose (description of youth, programs and services to be provided); Participating agencies and their responsibilities, deliverables, training and timelines; Agreed upon funding costs; Legal issues regarding confidentiality, disclosure of information, and penalties for improper disclosures; Conflict resolution processes, change/termination of agreement procedures; and Signatures from a division and a local facility representative. Work within school division to create MOAs.

Instructional Support – More Information Other questions in this section also address: Meeting the educational needs of students, including students’ Individual Education Plans (IEP); Drop-out prevention; and The qualifications of teachers and staff.

Fiduciary Questions in this section address: The consultation process to ensure that funds will be used to meet student needs based on the purpose of the program; and Proper fiscal control by the LEA.

Consultation Occurs throughout the year and includes: Purpose of Title I, Part D; Timelines and deadlines; The transition process between the facilities and schools; and Helpful suggestions to improve student achievement.

Consultation Continued Includes discussing Support needed for the students such as Academic; Social/emotional; Vocational training; and Support needed for staff such as professional development.

Consultation Timeline It is suggested that consultation occurs at least four times a year. In the spring or summer to plan for the upcoming year and to determine needs through a needs assessment; To collect numbers for the Annual October Count; To collect data for the Consolidated State Performance Report; and At least once to ensure that students needs are being met.

Consultation Reminder The LEA should provide monitoring, evaluation, and technical assistance to local facilities and programs to ensure that the students are receiving comparable services. This may not be inclusive of Title I, Part D, funds. Examples- The LEA must ensure that SOL are taught even though federal funding will not provide textbooks. The LEA must ensure that there is a smooth transition even though funds may not pay for a transition coordinator.

Technical Assistance Evidence When completing the LEA Response section and submitting documentation, include evidence of technical assistance even if Title I, Part D, funds does directly not support the activity. Examples of evidence include: agendas, meeting notes, emails, existing facility handbooks, documents, etc.

Questions Are there any questions about a specific protocol question in the monitoring document?

Sending Documentation for a Virtual Monitoring Send the completed monitoring document, and all of the supporting documentation two weeks before the monitoring by A flash drive in the mail or Uploading the evidence using the SSWS Dropbox in a zip file.

Sending Documentation for an Onsite Monitoring Send the completed monitoring document by email two weeks before the monitoring visit, and Organize the supporting document for viewing the day of monitoring either electronically and/or by file folders.

A Friendly Reminder Documentation submitted on flash drives or electronically should not include student names.

Organizing Evidence Create folders in order by protocol number

Folder Contents Each folder should contain evidence for each protocol item. Question 1.1a- Alignment with SOL

To Submit Evidence in SSWS… SSWS Dropbox Option:  Create a Zip file* of all of our documents in their perspective folders. Log into SSWS and select the Dropbox from the menu on the right. Select Virginia Department of Education from "To School Division”. Select the Tiffany Frierson as the person to receive the file under "To Receiver"

To Submit Evidence in SSWS… Continued SSWS Dropbox Option:  Identify the file in the "Subject" line as “Name of the school division TID FPM.” Leave the “Select File” dropdown reading “New.” Select the Zipped file to be sent for File to Upload. Click the "Submit" button.

To Zip a File Right click on the folder that contains all of the documents Choose Send to Compressed (zipped) file folder

Mail Flash Drive to… Tiffany Frierson Virginia Department of Education James Monroe Building, 23rd floor Office of Program Administration and Accountability P.O. Box 2120 Richmond, VA 23218-2120 NOTE: Make sure to make a backup before mailing in case package is lost or damaged

Attendance at Monitoring Required: Title I, Part D, coordinator in the school division On standby by telephone in case of questions: Representative from the local facility Financial officer Coordinators have 10 days to respond to any questions not answered or asked during monitoring.

Any Other Questions Are there any other questions?

VDOE Contact for Title I, Part D, Subpart 2 Tiffany Frierson 804-371-2682 Tiffany.Frierson@doe.Virginia.gov