Aligning Our Work

New Title I Designee TrainingSeptember 17, 2015

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Objective

Overview of the Federal Program Monitoring Process

Presentation on the programs reviewed at the school sites Expectations for each program Due dates for documentation Collections procedures

Compliance is a District and School Site Responsibility

Accepting funds obligates districts and school sites to maintain legal compliance

Oversight Agencies & Monitoring Processes:

• United States Department of Education (USDE) - State Monitoring

• Office of Inspector General (OIG) - Fraud & Abuse• California Department of Education (CDE) - FPM

Process• Single Audit - Required for Federal Funds

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Federal Program Monitoring

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Background:• Both state and federal laws require the California

Department of Education (CDE) to monitor categorical programs operated by Local Education Agencies (LEAs).

• State oversight is accomplished by conducting on-site and/or on-line monitoring.

Goal: Promote the achievement of statutory desired outcomes and verify compliance with program requirements.

• Categorical funds are used for authorized purposes.• Statutory performance goals are achieved.

Frequent Non-Compliant CE Items for Schools in 2014-2015

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CE 02 School Parent Involvement Policy

CE 07 School Site Council

CE 08 SSC Approves SPSA

CE 18 Supplement, Not Supplant

CE 19 Time Accounting

CE 20 Equipment Inventory

CE 28 SSC Evaluate SPSA Services

CE 30 Professional Development

Program InstrumentCompensatory Education, Title I

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Program Instrument

What will the reviewers use to ensure our school is compliant?

What will I need to provide to ensure compliance?

Program Instrument

Evidence

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The Monitoring Team Uses: Program Instruments

Program Instrument

Contain the legal requirements pertaining to a specific program

Used to determine whether an LEA is meeting legal requirements

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Program Instrument Components

7 Dimensions I. Involvement II. Governance and Administration III. Funding IV. Standards, Assessment, and Accountability V. Staffing and Professional Development VI. Opportunity and Equal Educational Access VII. Teaching and Learning

Instrument Item Core and Supporting Items Evidence

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Program Instrument Components

Dimension

Core and Supporting Items

Instrument Item

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The Monitoring Team Uses: Program Instruments

Evidence

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Items Reviewed at the School Site Level

CE 1: LEA Parent Involvement Policy CE 2: School Parent Involvement Policy CE 7: School Site Council Composition CE 8: SSC Approves SPSA CE 9: Parent Communication CE 18: Supplement not Supplant CE 19: Time Accounting CE 20: Equipment Inventory CE 25: Posting of SARC CE 27: SPSA Evaluation CE 28: Highly Qualified Teachers CE 29: Paraprofessionals Meet Qualifications CE 30: Professional Development 8 others reviewed at the central level, 2 not applicable

in LAUSD, and 10 Waived by the CORE Waiver

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CE Items and evidence for review

What can I do to get organized?

Create a main Compensatory Education folder on your desktop, my documents, or other accessible location. Within the folder, label a folder for each program item number.

Time Task Calendar

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CE 2: Annual Title I Meeting

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CE18Supplement Not Supplant With CE $

Sample: Title I Allocation

• All approved School Budget Signature Forms with original signatures in Blue Ink

Reason: To Fund a …..to support the instructional program

Principal Signature

SSC Chair Date ELAC Date1

UTLA Date

QEIA Only:•Justifications•SPSA page•SSC Agenda•SSC Sign-Ins•SSC Minutes

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CE 27-SSC Annually Evaluates SPSA services

2015-16 Single Plan for Student Achievement (SPSA) Evaluation for the 20114-15 services provided. SSC Agenda, Sign-ins, Minutes indicating discussed, motion made and evaluation approved.

This process will be included in the development of the SPSA this year

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CE 28-HQ Teachers

CE 28: Parent Notification: Letter If Teacher Not HQTAn LEA receiving Title I, Part A funds hires only ESEA-compliant teachers to teach in core academic classes. Parents are notified if their child has been taught for four or more consecutive weeks by a teacher. Low-income and minority students are not taught at higher rates by unqualified, out-of-field, or inexperienced teachers as are other students.

BUL-Forthcoming 24

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CE 28-HQ Teachers *BUL Forthcoming

Copies of the 4 week letters

Principal certification

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CE 19: Time Accounting BUL-2643.6

List of 2015-16 Categorically Funded personnel (psychologist, nurse, social worker, class size reduction teacher(s), paraprofessionals, etc.) from 7S046 and 7E046.

Time reporting documentation for each person on the list (semi-annual certifications or multi-funded documentation)

Name Position Funding Source

Percentage

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CE 19-Time Accounting

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CE 19-Time Accounting

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CE 19: Time Accounting- Cont.

Duty Statements (1 for each position funded out of Title I) What is the job title? What is their role on your campus? How do they provide direct services to at-risk

students, families, and the Title I Program? How does the position supplement the core

program at your school site?(Be specific with what they do on your campus. 1 Item for each position.)

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CE 19: Time Accounting- Cont.

Job Description versus Duty Statement

Job Desc

riptio

n found

in Budget H

andbook

FSEP will

submit

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CE20: Equipment InventoryBulletin-3508.7

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Items Not Mentioned on Time Task Monitoring Calendar

Schools are responsible to provide evidence for all applicable CE items listed on the FPM instrument tool

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CE 9 - Parent Notices: Provide in Primary Language

CE 9: Provides Notices in Parents' Primary LanguagesThe LEA provides parents with information on school and parent activities in a format and, to the extent practicable, in a language the parents can understand.

Law: 15% Rule

CE 25 – School Accountability Report Card (SARC)

CE 25: LEA Posts SARCThe LEA shall publicize the SARC for each school, and notify parents or guardians of students that a hard copy will be provided upon request. The LEA that is connected to the Internet shall make the information contained in the SARC accessible on the Internet and make the information widely available through public means.

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CE 25 – School Accountability Report Card (SARC)

2015-16 may not be available until March

Evidence of availabilityNewsletter, Website, Connect Ed Message

REF-5673.3

CE 30-Professional Development

CE 30: School Resources for Professional DevelopmentThe school devotes sufficient resources to high-quality and ongoing professional development for staff and parents, as appropriate, that improves instruction and enables all public school students to reach proficiency on state academic content standards.

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CE 30-Professional Development

PD Calendar for 2015-16 – have 2014-15 available

Sample from School Site for 2015-16 – 2 Agendas, 2 Evaluations, and 2 Sign-ins. The key for the samples is to demonstrate the sharing of data or instructional strategies – aligned to your SPSA.

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CE 29 – Paraprofessionals*BUL5075.1

CE 29: Paraprofessionals Meet QualificationsParaprofessionals assigned to programs supported by Title I funds provide instructional services only under the direct supervision of a highly qualified teacher.

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CE 29 – Paraprofessionals*BUL5075.1

List of 2015-16 Categorically Funded Paraprofessional Assignments (Title I Only) with funding source and the name of the HQ Teacher assigned to.

Personnel Funding Source

Percentage HQ Assignment

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CE 29 – ParaprofessionalsDue November 30, 2014

2015-16 Principal Certification for HQ Paraprofessionals – obtain a copy of the 14-15 as well.

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CE 8: SSC Approves SPSA

The SSC annually develops, reviews, updates, and approves the SPSA, including proposed expenditures. The SPSA contains elements (a) through (e).

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CE 8: SSC Approves SPSA

All schools selected for the 2016-17 FPM review have an approved SPSA for 2016-17.

However, it is the SSC’s responsibility to annually review and update the SPSA, and align budgets or changes to budgets based on the SPSA.

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CE 8: SSC Approves SPSA

2015-16 SSC agenda, sign-ins, minutes indicating the SPSA/SPSA Update was discussed.

2015-16 SSC agenda, sign-ins and minutes indicating that the school’s budget was discussed and motion was made including school’s allocation letters were shared.

2015-16 SSC agenda, sign-ins, and minutes indicating data was reviewed.

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Maintaining Compliant Programs

FPM shouldn’t be an event; it is an on-going process

Implement systems that will allow you to maintain the required evidence

Systems become a form of on-going professional development

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Questions?