1. Overview of Federal Programs Monitoring
PDE Monitors - Presenters:
Helen Gross, Ed.D
Margaret Ptakowski, Ph.D.

2. Overview of Federal Programs Monitoring
Letters to CEOs in January
Name of assigned Lead Monitor
DFP contact information
LEA username and password for Fed Monitor
Tips to help LEAs prepare for monitoring visit
Monitors may contact LEAs after January to set up a site visit date
Find a time that is mutually agreeable
Monitors review current program year ( ) information

3. LEA Responsibilities
Complete and submit online self-assessment through Fed Monitor at least 2 weeks prior to site visit
Prepare documentation for monitor review
Must provide documentation for each evidence box checked when completing Fedmonitor
Might potentially be found out of compliance

4. Log into the Review Instrument in FedMonitor
** Enter Username and Password
Presenter – Please go to the FedMonitor website
Logging into the Review Instrument in FedMonitor:
Enter your Username and Password to log in.

5. LEA Responsibilities
Contact parents of Title I students for parent interviews
Ask at least 3-5 parents to participate
If there are only 1-2 that is not ideal but okay
No more than 1 employed at the LEA
Coordinate the schedule with the monitor

6. After the site visit
Monitor completes instrument in 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
Do not contact monitor
Monitors are instructed not to provide feedback

7. 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

8. 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
Funding Adjustment does not have to be completed at time of monitoring
Online Monitoring Instrument
Gather and organize all documentation

9. Maintaining documentation is a “constant” – Stay on top of this – Communicate!!!!!!!
Suggestions:
Program Evaluation Process (Inclusive)
List needs
Identify strategies
Identify funds
Review data
Evaluate impact
LEA/School(s) Compliance Worksheet (sample)
School opening checklist
Mid-Year Checklist
End of Year Checklist

10. Tips from the Monitors
Have copies of your completed monitoring instrument available to all parties who will participate in monitoring visit
Review instrument with staff that will be participating
Have documentation & evidence of compliance aligned to the order of the monitoring instrument
Helps to have an “Agenda”
Don’t be “stressed out”….be “prepared”

11. LEA Level Appropriately State Certified Equity Plan
Transportation Plan
LEA Parent and Family Engagement
Schoolwide Programs
Nonpublic schools
General Fiscal Requirements/Uniform Grants Guidance (UGG)
Title IV
Ed Flex
REAP

12. Appropriately State Certified
Only looking for teachers and paraprofessionals working in a Title I program
In a Targeted Program – only teachers and paraprofessionals working in the Title I program
In a Schoolwide Program – all teachers and paraprofessionals
Appropriate documentation
Sampling of certificates from Title I staff

13. Equity Plan Foster Care
Required for ALL LEAs that have Title I buildings
No exemptions
Evidence
Equity Plan
Foster Care
LEAs must have implemented transportation procedures for Foster Care Youth
Developed with Children and Youth
Put together in a plan
Must be signed

14. LEA Parent and Family Engagement
Policy
Must be updated with ESSA changes
For evidence must have
LEA Parent and Family Engagement Policy,
Agendas and sign in sheets from parent meetings, AND
Evidence it was distributed
Parent and family input on how the funds are spent
Agendas and sign in sheets from meetings
Annual evaluation
Surveys and collated results
Agendas and sign in sheets

15. Schoolwide Programs
If LEA is consolidating funds – must have an approval letter from PDE
Very rarely occurs

16. General Fiscal Requirements/Uniform Guidance (UGG)
5 UGG policies/procedures
Cash Management procedure
Travel Reimbursement policy
Allowability of Costs procedure
Conflict of Interest policy
Procurement procedures

17. General Fiscal Requirements/Uniform Grants Guidance (UGG)
Maintenance of Effort (MOE)
Letter from PDE stating requirement met
Transferability
Can transfer all of Title II and Title IV
Can transfer funds into Title I and Title III, but not out of those programs
Can transfer between Title II and Title IV
Transferability page in eGrants completed

18. Performance Goal Report
Performance Goal Reporting Verification – looking for completion of the report in eGrants and data that supports if they met or did not meet goal
Title I, II, III, and IV where applicable
Completed in application
Must go into each individual project
Documentation to show how they met, or did not meet their goals
Data

19. Supplement, not Supplant
Supplement/Supplant – only applies to Title I
Documentation of LEA methodology for allocating state and local funds to buildings
LEAs must be prepared to explain the methodology used to allocate State and local funds equitably to schools regardless of Title I status.

20. Title IIA Data to determine how funds should be spent
Stakeholder input
Parent, Community Member and School staff input
Agendas and sign in sheets
Performance Goal Output Report
Submitted in eGrants
Data documentation

21. Title IVA – Student Support and Academic Enrichment Grant
Stakeholder input
Agendas and sign in sheets
Needs assessment if LEA received more than $30,000
Remaining evidence found in eGrants

22. School Level Principal and Parent interviews
Paraprofessional qualifications
Right to Know letters
Transition Plan
School Parent and Family Engagement policies
School-Parent Compacts
Parent meetings
Targeted Assistance/Schoolwide Requirements
Time documentation
Building level budgets

23. Appropriately State Certified (ASC)
Four week letter – Non ASC for four weeks or more consecutive weeks
Must be sent in a timely manner after four weeks
Principal must sign if letter is required, must identify classroom/teacher (name not required)
Right to know letter – dated and distributed
If not mailed out, but use multiple methods to distribute

24. Transition Plan
Plan must include how transitioning students in and out of the Title I school
Must have a student and a parent piece

25. School Parent and Family Engagement
Policy
For evidence must have
School Parent and Family Engagement Policy,
Agenda and sign in sheets from parent meetings, AND
Evidence it was distributed.
Must be updated with ESSA changes

26. School Parent and Family Engagement
School – Parent Compact
For evidence must have
School-Parent Compact,
Agenda and sign in sheets from parent meetings, AND
Evidence it was distributed.

27. Schoolwide Programs
School Level Plan – Reward and Undesignated Schools
School Improvement Plan – Focus and Priority Schools
Must have agendas and sign in sheets
Must include one parent and one community member
At secondary level, must include one student
If do not have an updated plan, Schools will then be monitored on TA components.

28. Targeted Assistance Selection criteria
Demonstrates how they determine which students will be served
Must have multiple methods
List of programs, activities and courses that support a well-rounded education
Any resource that helps Title I children meet challenging State academic standards

29. Targeted Assistance Instructional strategies Professional Development
May include expanded learning time, before and after school, summer programs, and programs to address behavior problems
Professional Development
List of professional development activities and agendas and sign in sheets

30. FISCAL Time Documentation Building level budget
Required for all federally funded staff
Semi annual certifications
Split funded certification/time logs
Building level budget
Demonstrating how Title I funds are spent

31. If you are being monitored this year….
Set up site visit date
Submit Funding Adjustment/Amendment (if possible)
Prepare for spring Title I Parent Meeting (if applicable)
Work with business office to prepare statements of Title I, II, III, and IV allocations and expenditures
Prepare schedule for monitoring visit
Prepare documentation for monitor
Line up parents for interviews on day of visit

32. If you are being monitored this year….
Collect:
Equity Plan – required for all LEAs
Written Transportation Plans for students in Foster Care
Quarterly reports for all federal programs
Two latest single audit reports
UGG policies and procedures: allowability of cost, conflict of interest, travel reimbursement, cash management, procurement

33. If you are being monitored this year…
Collect:
Parent and Family Engagement Policy
Agendas and sign in sheets
Annual parent survey and collated results
Waiver approval letters
Program approval letters
Must print out from eGrants – reporting tab
Equipment inventory (over $5,000) and Computing Devices and Special Purpose Equipment ($300 - $4,999)
Comparability Assurances
Maintenance of Effort Letter

34. If you are being monitored this year…
Collect:
Right to know letters
Parents can request the qualifications of teachers and paras
Four week letter
Transition Plan(s)
School/Parent Compact
Agenda and sign-in sheets
Evidence of parent meetings
Agendas and sign in sheets

35. If you are being monitored this year…
Collect:
Evidence used parents to train staff on how to work with parents
SPAC skits and agenda and sign in sheet from staff meeting OR
Agenda and sign in sheets from parent meetings/surveys AND agenda and sign in sheet from staff meeting
School Level/Improvement Plan, if Schoolwide
Semi-annual certifications/PARs
Building Level budgets

36. If you are NOT being monitored this year……..
Follow the same format of planning and collecting data – Federal Programs Record keeping is critical
Keep the lines of communication open/share information – not sure??? ask
Network, attend PDE trainings/conferences
Stay current

37. Rural Education Achievement Program (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

38. Desk Audit Documentation will be uploaded to Fedmonitor
Not all requirements need documents uploaded
Only upload documentation where there is a green

39. Q&A Thank you!!!!!! Helen & Margaret
A sincere thank you Erin Derr, PDE/DFP for providing this PowerPoint
Dr. Helen Gross
Pennsylvania Association of Federal Programs Coordinators (PAFPC) State Charter School Regional Representative
Charter High School for Architecture & Design or