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

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

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

4. 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.

5. 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.

6. 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.

7. 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.

8. 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)

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

10. Location of the Monitoring Document
The monitoring document can be found at
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.

11. Monitoring Document

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

13. 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.

14. 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.

15. 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

16. 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.

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

18. 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

19. 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

20. 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.

21. 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.

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

23. 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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.

30. 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.

31. 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, s, existing facility handbooks, documents, etc.

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

33. 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.

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

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

36. Organizing Evidence
Create folders in order by protocol number

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

38. 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"

39. 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.

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

41. 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
NOTE: Make sure to make a backup before mailing in case package is lost or damaged

42. 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.

43. Any Other Questions
Are there any other questions?

44. VDOE Contact for Title I, Part D, Subpart 2
Tiffany Frierson