Providing Technical Assistance to the Districts Title I Schools

1. Providing Technical Assistance to the Districts Title I Schools 31st Annual GCEL, Inc. Conference February 22 – 24, 2016

2. Presenter Judy Alger, Ph.D. Title I Education Program Specialist School Improvement – Federal Programs Georgia Department of Education jalger@doe.k12.ga.us (229) 3210-9305

3. SCHOOL IMPROVEMENT & DISTRICT EFFECTIVENESS

4. Presentation This session is designed for Title I directors, parental involvement coordinators, and school administrators. It describes a technical assistance program that ensures schools understand guidance, documents that districts monitor Title I programs, and guarantees compliance. The session includes strategies for helping schools go beyond basic Title I requirements in the following areas: parental involvement, meeting identified academic needs, and effectively using resources.

5. Federal Regulations 200.328 Monitoring and reporting program performance. (a) Monitoring by the non-federal entity. The non-federal entity is responsible for oversight of the operations of the federal award supported activities. The non-federal entity must monitor its activities under federal awards to assure compliance with applicable federal requirements and performance expectations are being achieved. Monitoring by the non-federal entity must cover each program, function or activity. See also §200.331 Requirements for pass-through entities. The LEA will adopt and use proper methods of administering each such program

6. Session Topics Purpose of Technical Assistance (TA) Components of TA Who should attend TA meetings TA agenda items

7. Key Thoughts Regarding TA…to Schools The LEA: is responsible for oversight must monitor its activities must cover each program, function or activity, and will adopt and use proper methods of administering each program

8. What to Consider When Setting-Up TA to Schools Where to provide TA When to provide TA Who should attend the TA What items to include/discuss at the TA Ways to provide TA

9. Where to Provide TA Central Office On-site at the school Combining schools in same grade span When to Provide TA Check with those attending Check on possible conflicts with other district meetings

10. Who Should Attend the TA Anyone overseeing the implementation of the Title I Schoolwide Plan Principal Bookkeeper Parent Coordinator Person responsible for conducting Inventory – when needed FTE Clerk – when needed Others District Parent Coordinator Administrative Assistant – take notes

11. Process for Monitoring Title I Schools Monitoring is an essential for ensuring that all facets of the Title I program are implemented according to Federal law and guidance It gives the District a systematic process for providing technical assistance It provides data and information to guide schools to successful program implementation and excellence It is used as a means of knowing and recording activities taking place in Title I Schools

12. Process for Monitoring Title I Schools • Critical to this process is the feedback provided to schools that can assist in improving student academic achievement. • District monitoring addresses the following: • Ensuring that all Title I activities are carried out in accordance with federal compliance guidelines, • Monitoring inventory and equipment usage, • Meeting academic achievement goals, • Compliance with budgetary guidelines

13. Georgia Department of Education Monitors the LEA; LEA Monitors Its Schools Monitoring by the Georgia Department of Education (Department) consists of four major components: 1. Monitoring Expenditures – LEAs submit for approval an annual budget through the Consolidated Application process. Title I Education Program Specialists review each application and budget to ensure that expenditures are appropriate for the program area before approving LEA budgets.

14. Georgia Department of Education Monitors the LEA; LEA Monitors Its Schools Monitoring by the Georgia Department of Education (Department) consists of four major components: #1. continued Once budgets are approved, Title I Education Program Specialists track LEAs requests for funds for expenditures to ensure that LEAs are likely to meet the expenditure requirements for Title I funds.

15. Georgia Department of Education Monitors the LEA 2. Single Audit – LEAs with single audit findings are flagged for technical assistance 3. On-site Monitoring – An SEA on-site Cross-Functional Monitoring Team visits a LEA to apply the criteria included in the LEA Monitoring Form. 4. Self-Monitoring Checklist – LEAs not receiving an on-site visit complete the Self-Assessment Checklist and submit it to the Georgia Department of Education (GaDOE).

16. Communication With and Monitoring of Title I Schools: A Sample Scenario Since monitoring is a critical component of ensuring that compliance is taking place at each school. During the summer prior to the beginning of the new school year and after the Annual Title I Conference in June, the district Title I Director convenes a meeting of all Title I principals during a summer orientation. Principals receive training on policies and procedures and guidance for operating a Title I program.

17. Communication With and Monitoring of Title I Schools: A Sample Scenario Principals are given detailed information on expectations and copies of program guidance. Specific training is provided in all facets of Title I. A principal’s notebook is provided for each principal and discussed in detail by the Title I Director. This notebook includes information related to timelines, budget forms, inventory information, school-wide implementation, Flexible Learning Plans (FLPs), parental involvement, fraud policy and other areas of Title I as appropriate.

18. Communication With and Monitoring of Title I Schools: A Sample Scenario Monthly Principal, Administrative Council and Curriculum Advisory Council meetings are also held with Title I principals. Specific budget information is given out at these meetings. Documentation includes agendas, sign-in sheets and other pertinent items. Phone calls and emails are a daily occurrence between Title I district staff and Title I school staff. Copies of emails are filed for documentation. Phone calls may be documented by a call log.

19. Communication With and Monitoring of Title I Schools: A Sample Scenario The Title I Director also meets with the Title I Parental Involvement Coordinator(s) at the beginning of each year. These meetings are an opportunity to discuss Title I parental requirements in detail. This meeting is particularly important since many parental requirements have a deadline to be completed by November 30th. Progress toward meeting these deadlines is monitored through on-going technical assistance, site visits, and submissions requirements.

20. Onsite Monitoring Procedures All Title I schools are subject to on-going monitoring by the Title I Director throughout the school year to ensure compliance with Title I guidelines. Feedback is provided to principals and other personnel via checklists and descriptive information.

21. Onsite Monitoring Procedures In addition, emails, staff meetings, and phone conversations take place throughout the year as a means of providing ongoing monitoring and communication with each Title I school. Title I Directors obtain a written record of all TA and monitoring and file a copy.

22. Timeline for Monitoring of Title I Schools June-July: Provide Summer Workshop for all Title I schools following Title I state training in June to update principals on any new guidelines and to provide guidance for “new” Title I principals. Workshops will include the following topics: budgets, ordering, compliance, parental involvement, school-wide programs, monitoring, academic achievement, inventory, scheduling, ethics, fraud, and waste. Provide additional training as needed at the annual Administrative Leadership Retreat. Title I Director will attend the required Annual Title I Conference.

23. Timeline for Monitoring of Title I Schools July-August: Using CCRPI information determines the schools that will need to offer FLP services and work with principals to create and mail required letters. August-September: Work with principals on annual revision of plans. The Title I Director, Parent Involvement Coordinator, and Curriculum Director will review plans and budgets to ensure that funds are being spent according to plans and that plans have all the necessary components. August – June: Monthly meetings with Principals. Additional training as needed.

24. Timeline for Monitoring of Title I Schools August – June: Inventory all items purchased by Title I. August – June: Homeless and N&D programs are monitored by the Title I Director. On-going review of school improvement data and plans in conjunction with other central office staff February: Title I Director attends GCEL conference On-going -Budgets and purchase orders are reviewed monthly by the Title 1 Director to assist schools in spending funds as planned.

25. Timeline for Monitoring of Title I Schools March-April: Send the Annual Survey of Parent Involvement to parents to provide information as a means of gauging the effectiveness of parental involvement activities. Schools compile data at their site to determine needs for the following year. The Parental Involvement Coordinator compiles data to determine needs for the following year. On-going: The Title I Director provides technical assistance and meets regularly with principals.

26. Data Review Data is compiled, reviewed, and discussed during Administrative Meetings, School Council Meetings and Curriculum Advisory Council meetings and at Board of Education meetings. Schools meet and analyze data with the intent of improving instruction. Principals review data with their leadership teams to identify and address areas in need of improvement and to compile an annual needs assessment. Title I Directors monitor annual needs assessments to ensure that funds are directed to areas of need.

27. Technical Assistance Technical Assistance is offered at all times through e-mail and phone communication as well as school visits to assist schools in analyzing data to identify priorities in instruction, professional learning, and effective budgeting. Prior to the school start, a principal’s meeting is held that reviews the purpose of all federal programs, as well as expectations and procedures related to allowable use of funds.

28. Technical Assistance A second principal’s meeting is held mid-Spring to remind principals of end of the year information and to provide preliminary information related to the upcoming budget year. The Title I Director maintains a file of all training conducted throughout the year. This notebook contains all staff training, handouts, meeting agendas, meeting notes, etc. Ongoing monitoring after training is conducted by the Title I Director to ensure compliance.

29. State Reporting and Corrective Action Process (Audit and Monitoring Findings) Corrective action from the previous monitoring is discussed with principals in order to assist them in understanding the critical need for compliance in Title I. Professional learning is provided based on needs. In addition, Professional learning is used as a preventive measure to ensure that all Title staff has a clear understanding of all expectations for every facet of the Title I program. The Title I Director, along with district level staff, and outside consultants, provide on-going training as a means of ensuring that all Title I staff are in compliance at all times.

30. LEA Reporting and Corrective Action Process for Monitoring A successful monitoring process for Title I schools provides principals and other staff a clear understanding of what is expected, of areas to improve, and specific steps to implement improvement toward compliance and excellence. A simple form such as the one below can be used to accomplish this goal:

31. DOCUMENTATION FOR MONITORING SCHOOLS MONITORING TITLE I SCHOOLS SCHOOL NAME ______________________________________________________ DATE OF VISIT _______________________________________________________ REASON FOR VISIT____________________________________________________ GUIDANCE MATERIAL PROVIDED________________________________________ ___________________________________________________________________ NOTES/DISCUSSION/SPECIFIC REQUESTS__________________________________ ___________________________________________________________________ FOLLOW-UP/RESOLUTION (IF APPLICABLE) ________________________________ ___________________________________________________________________

32. LEA Reporting and Corrective Action Process for Monitoring A successful monitoring process for Title I schools provides principals and other staff a clear understanding of what is expected, areas to improve, and specific steps to implement improvement toward compliance and excellence. Simple checklists such as the ones below can be used to accomplish this goal:

33. Mid-Year Monitoring Checklist • Title I Schoolwide Program • Mid-Year Monitoring Checklist • Completed on: ___________________________________________ • School: __________________________________________ • Title I/Title II Principal Attestations and Assurances • HiQ Principal Data Review Statement • Title I Funded Personnel Verification • Schoolwide Personnel Schedules • Schoolwide Plan Update Approved • Shared Decision Making Documentation On File • Original Budget Narrative Approved • Mid-Year Property Inventory • Mid-Year Amendment • Paraprofessional Attestations • August Paraprofessional Log • September Paraprofessional Log • October Paraprofessional Log • November Paraprofessional Log • December Paraprofessional Log • Applicable Conference Feedback Forms and Agendas • Principal: ________________________________________________ • Title I Director: ____________________________________________ • All missing items should be ponied to our office no later than Thursday, January 24, 2014. Thank you for your help!

34. End of Year Monitoring Checklist • Title I Schoolwide Program • End of the Year Monitoring Checklist • Completed on: ___________________________________________ • School: __________________________________________ • Title I/Title II Principal Attestations and Assurances • HiQ Principal Data Review Statement • Title I Funded Personnel Form • Schoolwide Teacher Schedules • Schoolwide Plan Update • Schoolwide Plan Meeting and Sign-In Sheet Documentation • Original Budget Narrative • Amended Budget Narrative • Fall Property Inventory (completed at school level--December) • Spring Property Inventory (completed on-site through spot check--May) • Paraprofessional Logs • Missing: ________________________________________________________ • Applicable Conference Feedback Forms and Agendas • Budget spent to 100% • Schoolwide Shared Decision Making Protocols Documentation (announcement through multiple means, agendas, sign-in sheets, feedback documentation, meeting minutes) • FLP Plan Revisions for upcoming year (if identified as Focusor Priority) • Schoolwide Plan Revisions for upcoming year • Preliminary Personnel Decisions for upcoming year • New Parent Compact for upcoming year • Parent Involvement Plan for upcoming year • Principal: _______________________________________________ • Title I Director: ____________________________________________ *All missing items should be ponied or submitted electronically to our office no later than Friday, June 20th. Thank you for your help!

35. Resources for Monitoring Title I Schools Many resources are provided to Districts by the Department. The three listed below are examples of critical resources that make the job of monitoring easier: Schoolwide Program Checklist FLP Checklist Parent Involvement Compliance and Paren Notification Checklist

36. Helpful suggestions and details for providing TA and monitoring Title I Schools What items to include/discuss at the TA • Develop an agenda • Refer to the timelines for the various Title Programs • Located in Title I Handbook • www.gadoe.org → School Improvement → Federal Programs → LEA Handbook and Tools → Begins on page 207 • Located in Title II Handbook • www.gadoe.org → School Improvement → Teacher and Leader Effectiveness → Title II, Part A Handbook and Guidance → Begins on page 9 • See a Sample Agenda below

38. What items to include/discuss at the TA Budget Review and Analysis Current Detailed Budget Summary Report – Title I, 1003(a), Reward Consider using projector to save paper Have the Principal lead the budget review Ask guiding questions on budgeted items and expenditures - SWP Guides future budget amendments Sample Budget and Expenditures used during review

39. What items to include/discuss at the TA Teachers who are close to being out 20 consecutive days Is the Long-term substitute certified in the content area Prepare Parent Notification Letter Sample Letter – www.gadoe.org → School Improvement → Federal Programs → Title I, Part A Parental Involvement Compliance → FY 15 Parent Involvement Handbook → Section Five – page 33 NEW – Monthly Certification of federally paid persons Equipment Inventory Monitoring Select 3 – 5 items on school’s latest Title I Inventory and verify equipment’s location and use. Review FLP if school is Priority or Focus

40. What items to include/discuss at the TA Parent Engagement Review 1% Parental Involvement budget Allow Parental Involvement Coordinator lead review Discuss parent engagement activities that have taken place and are planned – Action Plan Are parents invited in at least three different ways – how documented Discuss training of school staff on parent engagement standards and needs Program Evaluation Are the goals for the Title I funded supplemental initiatives being met? What documentation are you collecting?

41. What items to include/discuss at the TA Summarize meeting Next Steps – clearly state who is to do what Create any corrective action procedures if needed Keep Documentation Sign-in Sheet Agenda Copy of Budget that is marked-up with your highlights Copy of any handouts Keep any corrective action procedures Notes from the meeting

42. Other items to include/discuss throughout the year Title I Annual Meeting procedures Requisitions/Invoices procedures Supplement vs Supplant Comprehensive Needs Assessment process – start in Jan/Feb Parent Compacts – should be transitioning to Grade Level compacts Schoolwide Plan

43. Other items to include/discuss throughout the year Procedures for amending budgets Class Size Reduction process Periodic Certification – after the fact Comparability

44. Questions

45. Title I, Part A Program Specialists’ Contact Information

46. Title I, Part A Program Specialists’ Contact Information

47. Presenter Judy Alger, Ph.D. Title I Education Program SpecialistFederal Programs – Title I jualger@doe.k12.ga.us(229) 321-9305

48. Providing Technical Assistance to the Districts Title I Schools 31st Annual GCEL, Inc. Conference February 22 – 24, 2016