Title I, Part A Preparing for Federal Program Monitoring Lynn Sodat

1. Title I, Part APreparing for Federal Program MonitoringLynn Sodat Virginia Department of Education Office of Program Administration and Accountability Title I University, October 29, 2015

2. Learning Outcomes for Today’s SessionFederal Program Monitoring (FPM) • The participant will be able to: • Locate the FPM protocol (Title I, Part A) • Formulate action plan for FPM visit • Organize documentation in advance of FPM visit • Identify acceptable evidence to support responses • Provide responses to probing questions • Respond to schedule request for FPM visit (on-site or virtual)

3. Purpose of FPM • As a result of monitoring, the state is able to gather data about local educational agency (LEA) needs and use these data to design technical assistance initiatives. Monitoring serves not only as a means for helping LEAs achieve high-quality implementation of educational programs; it also helps the state to provide necessary support for LEAs. • Monitoring of programs administered by the state is necessary to ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education.

4. FPM 2014-2015 Summary of Title I, Part A, Findings

5. FPM 2014-2015 Summary of Title I, Part A, Findings

6. FPM Process VDOE Process

7. FPM Process Division Process

8. FPM Protocol Document • Where can I find the FPM protocol document? • http://doe.virginia.gov/federal_programs/esea/federal_monitoring/index.shtml

9. FPM Protocol Document

10. FPM Protocol Document

11. FPM Protocol Document Title I, Part A shaded items do not need to be addressed because they are either: • Provided by VDOE; or • Inactive due to the terms of ESEA Flexibility

12. FPM 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 filing system to mirror protocol document • On-site: paper or electronic • Virtual: electronic only • Assign areas of responsibility among several staff involved in the implementation of the program • Establish timelines and procedures for collection of evidence • Collect evidence and complete LEA Response column of protocol

13. FPM Evidence Collection System

14. Next Steps for On-SiteFPM • Schedule a meeting date with assigned FPM specialist. The VDOE specialist will contact the division Title I coordinator. The window for FPM is January through March. Reserve one day for the actual meeting. • Review the FPM protocol with appropriate staff and complete evidence collection process (electronic or paper documentation), including LEA Response column of protocol. • Secure location suitable for FPM on-site meeting for the established meeting date. • Contact your assigned program specialist during preparation if any questions arise. • Follow-up with assigned FPM specialist to confirm meeting date logistics two weeks in advance.

15. Next Steps for Virtual FPM • Schedule a meeting date with assigned FPM specialist. The VDOE specialist will contact the division Title I coordinator. The window for FPM is January through March. Reserve one day for the actual webinar. • Review the FPM protocol with appropriate staff and complete evidence collection process (electronic documentation only), including LEA Response column of protocol. • Secure location with access to phone, computer, and internet for FPM webinar for the established meeting date. • Contact your assigned program specialist during preparation if any questions arise. • Save all documentation on a flash drive and mail documentation to specialist for review at least two weeks prior to the established webinar date. Include protocol with completed LEA Response column on flash drive. NOTE: Do not include information on the flash drive that could identify individual students.

16. Tips for Success • 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.

17. VDOE Contact Information: Title I, Part A, Specialists

18. VDOE Contact Information: Title I, Part A, Coordinator Dr. Lynn Sodat Title I, Part A, Coordinator Lynn.Sodat@doe.virginia.gov 804-371-2934 VDOE Title I, Part A, staff contact information, including specialists’ assigned divisions, is posted on the VDOE Title I, Part A, Web site.