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

2. Monitoring
All Priority schools will be monitored for Priority status at the school level
All Focus schools not monitored in 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

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. 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

12. Online Consolidated Review Instrument
Link to access Fedmonitor web site:
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.

13. 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 Non-public schools consultation
Prepare for start of Non-public school services
Copy of complaint procedures
Maintain documentation

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. DFP Contacts for Monitoring Information:
Karen Trissler Erin Derr

31. Questions??