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Pennsylvania

Pennsylvania. Joseph R Hiznay Program Consultant Pennsylvania Department of Education November 16, 2005. Subgrantee Monitoring. Types of Facilities. 143 Neglected Institutions 3 Adult Correctional Facilities 5 Juvenile Correctional Facilities 170 Delinquent Institutions.

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Pennsylvania

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  1. Pennsylvania Joseph R Hiznay Program Consultant Pennsylvania Department of Education November 16, 2005 Subgrantee Monitoring

  2. Types of Facilities • 143 Neglected Institutions • 3 Adult Correctional Facilities • 5 Juvenile Correctional Facilities • 170 Delinquent Institutions Private or County operated - LEA regulated State operated - SEA regulated State operated - SEA regulated Private or County operated - LEA regulated

  3. Frequency & Selection • Once in a three year cycle • Minimum • Rotating basis • The two monitors each have a database where we track our visits

  4. Monitoring Protocols • Initial Contact • LEA • Institution • Time of Visit • School year • After school • Summer Only • Length of Visit

  5. Protocals (con’t) • The Monitoring Instrument • Program Requirements • Fiscal Requirements • Data Collection/Documentation & Federal Reports • Comments/Concerns

  6. Monitoring Instrument (con’t) • Program Requirements • The institution’s license or legal documentation for existence has been verified. • The caseload data at the institution on PDE-3048 “Survey of Children in Local Institutions” has been reviewed and verified. • The institution has standards and assessment provisions which impact on the ability of students to maintain and improve educational achievement. Section 1431(a)(1) • The application narrative accurately describes the institutional program. Section 1423(1) • The institution has evidence that coordination exists between the LEA and the institution. Section 1423(2)(A)(B)

  7. Monitoring Instrument (con’t) • Fiscal Requirements • The LEA began obligating funds after program approval date. EDGAR 76.707, 76.708 • The LEA is utilizing funds for allowable activities. OMB Circular A-87 • The LEA is expending funds on activities that correspond with what is outlined in the Title I/Part D application. OMB Circular A-87 • The LEA expenditures are within 20% of the budgeted amount(s) in each function. • The LEA is charging appropriate fringe benefit rates against salaries. EDGAR 76.566 (If no fringe benefits charged, N/A) • The LEA applied the appropriate indirect cost rate to the program. EDGAR 76.560,76.561 (If no Indirect Cost charge, N/A)

  8. Monitoring Instrument (con’t) • Data Collection/Documentation & Federal Reports • The LEA maintains an updated equipment list indicating model number, date of purchase, funding source, serial number, and purchase price. EDGAR 80.32(d)(1) (If no equipment EVER purchased, N/A) • The LEA conducts a physical inventory of all equipment at least once every two years. EDGAR 80.32(d) (If no equipment EVER purchased, N/A)

  9. Monitoring Instrument (con’t) • Data Collection(con’t) • The LEA maintains time documentation logs/schedules for Title I/Part D prorated staff indicating the amount of time spent on Title I/Part D activities. OMB Circular A-87 (If no Pro-Rated staff, N/A) • The LEA has procedures in place to ensure that time documentation logs are signed and dated by appropriate supervisor at least monthly. OMB Circular A-87 (If no Pro-Rated staff, N/A) • The LEA charges salaries and benefits to Title I/Part D in the same proportion as time documentation records indicate. OMB Circular A-87 (If no Pro-Rated staff, N/A)

  10. Monitoring Instrument (con’t) • Data Collection(con’t) • The LEA has submitted quarterly reports to PDE in a timely fashion. EDGAR 76.730 • The LEA maintains Title I/Part D records for six years. EDGAR 80.42(b)(1) • Comments/Concerns • Program Requirements • Fiscal Requirements • Data Collection/Documentation & Federal Reports

  11. Barriers & Preparation • Barriers • Differences between LEA Title I programs & N&D Title I programs • Frequency of staff turnover • Preparation • On-going trainings • Accessibility to monitors • The N&D Advisory Committee

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