1. Preparing for Federal Program Monitoring Title I, Part D, Subpart 1
Virginia Department of Education
Office of Program Administration and Accountability
October 29, 2018

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

3. State Agencies Scheduled for Monitoring
Department of Juvenile Justice – Yvonne B. Miller High School
State Operated Programs – juvenile detention centers

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 personnel 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 SA response section in the protocol document; and
Submitting the completed monitoring document 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 state agency or SA and the school year in the top left-hand corner.

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
SA 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 1 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 SA doesn’t have to answer or respond to every question or request in this section.

15. SA 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.
SA 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
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 address:
Instructional Program Planning and Evaluation;
Compliance Requirements;
Such as number of hours or conducting a needs assessment, etc.
Transition between facilities and school divisions.

22. 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.

23. Fiduciary Questions in this section ensure: Funds are supplemental;
Proper fiscal control by the SA;
Maintenance of effort is met; and
15% - 30% of funds are set aside for transition services.

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

25. 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.

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

27. Organizing Evidence
Create folders in order by protocol number

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

29. Attendance at Monitoring
Required:
Title I, Part D, coordinator
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.

30. VDOE Contact for Title I, Part D, Subpart 1
Tiffany Frierson