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![Page 1: Title I, Part A Preparing for Federal Program Monitoring Chris McLaughlin Virginia Department of Education Office of Program Administration and Accountability.](https://reader035.fdocuments.net/reader035/viewer/2022062422/56649eff5503460f94c13f71/html5/thumbnails/1.jpg)
Title I, Part APreparing for Federal Program Monitoring
Chris McLaughlin
Virginia Department of Education Office of Program Administration and Accountability
July 2015 Coordinators’ Academy
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2015 Coordinators’ Academy
Agenda for Today’s Session
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2015 Coordinators’ Academy
Session Goals/Objectives
• To develop a broader understanding of the monitoring protocol elements to enhance student achievement
• To gain an understanding of what documents are needed to ensure program compliance and improved academic achievement
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2015 Coordinators’ Academy
Federal Program Monitoring Cycle
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2015 Coordinators’ Academy
Three-Year Cycle
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2015 Coordinators’ Academy
Three-Year Cycle
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2015 Coordinators’ Academy
Federal Program Monitoring Process
VDOE Process
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2015 Coordinators’ Academy
Federal Program Monitoring Process
Division Process
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2015 Coordinators’ Academy
Federal Program Monitoring: Protocol Document
Where can I find the FPM protocol document?
http://www.doe.virginia.gov/federal_programs/esea/federal_monitoring/index.shtml
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2015 Coordinators’ Academy
Federal Program Monitoring: Protocol Document
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2015 Coordinators’ Academy
Federal Program Monitoring: Protocol Document
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2015 Coordinators’ Academy
Federal Program Monitoring: Evidence Collection
• Establish self-monitoring system to include collection and review of all elements annually
• Review protocol document annually• Request clarification on any items from VDOE Title I, Part A,
specialist• Establish electronic filing system to mirror protocol document• Assign areas of responsibility among several staff involved in
the implementation of the program• Establish timelines and procedures for collection of evidence
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2015 Coordinators’ Academy
FPM 2014-2015 Summary
Number of Divisions
Monitored
Title I, Part A, Title I, Part D,
Title III
Number of Divisions:
No Findings
Number of Division:Findings
Total Findings
47
23
24
29
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2015 Coordinators’ Academy
FPM 2014-2015 Summary
Federal Program Area Area of Improvement Frequency
Title I 2.1c (Instructional Support – Highly
Qualified Teachers and Paraprofessionals)
16
Title I 2.3a(Parental Involvement Policies)
2
Title I 2.3e(Convene Annual Meeting)
2
Title I 2.7a(Student Selection Criteria)
1
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2015 Coordinators’ Academy
FPM 2014-2015 Summary
Federal Program Area Area of Improvement Frequency
Title I 3.1a(Fiduciary: Reallocation of funds)
3
Title I 3.2a(Fiduciary: local application
review)
2
Title I 3.3e(Proper Distribution of Funds)
1
Title I 3.4b(Fiduciary: Comparability)
1
Title III 2.4b(Parental Notifications)
1
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2015 Coordinators’ Academy
FPM: Technical Assistance Areas of Note
• Fiduciary
• Allocations to Schools
• Salaries (Time and Effort)
• Inventory
• Parent Involvement
• Parent Involvement
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2015 Coordinators’ Academy
Title I, Part A, Funding: Allocations to Schools
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2015 Coordinators’ Academy
Title I, Part A, Funding: Allocations to Schools
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2015 Coordinators’ Academy
Sample Worksheet
Sample Division
OC 1000 OC 2000 OC 3000 OC 4000 OC 5000 OC 6000 Total
School A $81,518 $22,101 $ - $ - $ - $ - $103,619
School B $137,114 $32,522 $19,000 $ - $ - $417 $189,053
School C $169,006 $48,040 $465 $ - $ - $19,234 $236,745
School D $142,565 $33,070 $1,300 $ - $ - $8,000 $184,935
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2015 Coordinators’ Academy
Fiduciary: PersonnelDoes the school division allocation process ensure the
proper distribution of Title I, Part A, funds?
•Division set-aside for allocable personnel only
•Positions for allocable personnel only
•Time and Effort Documentation
• Semi-annual Certification Form
• Personal Activity Report
• Principal Attestation Form
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2015 Coordinators’ Academy
Fiduciary: Inventory
Does the school division adhere to the procedures for maintaining equipment and materials purchased with
Title I, Part A, funds?
•Budget
•Reimbursements
•Inventory records
•Disposition of Title I inventory records
•Procurement policies
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2015 Coordinators’ Academy
Fiduciary: Parent Involvement
Does the school division reserve the required amount of its Title I, Part A, allocation for parent involvement?
•How does the division document the one percent division set-aside?
•How does the division distribute the required 95 percent of the one percent to the eligible schools?
•If allocation is not used during fiscal year, it must be carried over and added to the following year’s required reservation.
•Reservation is required if division’s award is at least $500,000.
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2015 Coordinators’ Academy
Parent InvolvementDoes the school division implement an array of initiatives to successfully engage parents in the educational program
while documenting the protocol guiding questions?
•Building Parent Capacity•Parent Right-To-Know•Parent Policy/Compact•Planning•Annual Meeting•Evaluation of Program Implementation and Parent Involvement
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2015 Coordinators’ Academy
Tips for Success
"The only way around is through." - Robert Frost
• Establish systems and procedures for self-monitoring on a regular basis.
• Ensure that the system includes a chart delineating tasks, persons responsible, and timeline.
• Focus on results, not just compliance.
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2015 Coordinators’ Academy
VDOE Contact Information: Title I, Part A, Specialists
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2015 Coordinators’ Academy
VDOE Contact Information: Title I, Part A, Coordinator
Dr. Lynn Sodat, Title I, Part A, [email protected]
804-371-2934
VDOE Title I, Part A, staff contact information, including specialists’ assigned divisions, is posted on the VDOE Web site: http://www.doe.virginia.gov/federal_programs/esea/title1/part_a/index.shtml
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2015 Coordinators’ Academy
Questions?