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

2. 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

3. 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

4. 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)

5. Monitoring Resources

6. Monitoring Resources

7. Monitoring Procedures Document - Overview
Table of Contents

8. Monitoring Procedures Document - Tabs

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

10. 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

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

12. 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

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

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

15. 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: a/guidance/time-effort-certification-temp.xlsx

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

17. 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: a/monitoring/supplement.docx
Quick Reference Guide coming soon

18. Monitoring Procedures Document – Examples of specific tabs
Title I

19. 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

20. Monitoring Procedures Document – Examples of specific tabs
Title IVA

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

22. Monitoring Procedures Document- Appendix
Appendix A: Review Criteria

23. Monitoring Findings Report - Sample

24. 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

25. 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

26. 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’.

27. 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

28. For More Information
Website: Phone: Or contact your liaison: