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MONITORING 2017-18

This program monitors all priority and focus schools in the 2017-18 academic year. It uses risk assessment factors and a four-year cycle to prioritize monitoring activities. LEAs are responsible for preparing documentation and ensuring compliance with federal regulations.

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MONITORING 2017-18

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  1. MONITORING 2017-18 2017 PAFPC Erin Derr, Regional Coordinator Janice Joyce, IU 19 Federal Program Consultant

  2. 2017-18 Monitoring • All Priority schools will be monitored for Priority status at the school level • All Focus schools not monitored in 2016-17 will be monitored for Focus status at the school level • All LEAs that fall under the “high risk” and “medium risk” category, based on DFP’s Subgrantee Risk Assessment, will be monitored this year • Created new four year cycle based on when LEAs were last monitored. • Cycle 2 LEAs will be monitored

  3. Subgrantee Risk Assessment • Divided all LEAs and Charter Schools into 3 categories: • “high risk” • “medium risk” • “low risk” • Not a federal designation just a category based on the components of our Subgrantee Risk Assessment

  4. Subgrantee Risk Assessment Factors Factors included in DFP’s Subgrantee Risk Assessment: • Monitoring Findings • Fiscal • Programmatic • Timely submission of required documents • PIMS • Comparability • Quarterlies • FERs • Consolidated Application/Funding Adjustments/Amendments • Monitoring Corrective Action

  5. Subgrantee Risk Assessment Factors, cont. • Excessive Carryover • Suspension of payments for any reason • Amount of Federal Funds allocated • New Entity (Charter School/LEA) • Federal funds returned to PDE • Not meeting Maintenance of Effort (MOE) • New Federal Program Coordinator, Business Manager, Superintendent at LEA

  6. Desk Monitoring • Criteria for LEAs to eligible for desk monitoring in 2017-18 • LEAs that are monitored based on the four cycle • No change in personnel • Allocation less than $560,000 • Regional Coordinator approval

  7. Monitoring • Letters go out to Superintendents and CEOs • Name of assigned monitor • DFP contact information • LEA Username and Password for Fed Monitor online system • Tips to help LEAs prepare for monitoring visit • Monitors contact LEAs to set site visit date

  8. LEA Responsibilities • Complete online self-assessment through Fed Monitor at least 2 weeks prior to site visit • Prepare documentation for monitor review • Have federal program staff, building principal, and 3-5 Title I parents available for site visit date • For parents, it is recommended that they do not work for the LEA. • Contact Academic Recovery Liaisons for Priority schools and advise them of the site visit date

  9. After the site visit • Monitor completes instrument on Fed Monitor, ensuring all boxes are correctly checked and comments are made where necessary • Monitor locks document when completed. LEAs may go back into instrument to review, but cannot make changes • If LEA disagrees with a finding, contact Regional Coordinator

  10. After the site visit • Monitor reports are reviewed by DFP • If no citations LEA receives an InCompliance letter from DFP stating all programs are in compliance with federal laws and regulations • If LEA is out of compliance: • LEA receives letter with Corrective Action Plan and due date • When corrective actions have been completed, LEA receives an In Compliance letter

  11. Keys to a successful site visit • Work with the Lead Monitor to prepare a visit schedule • Try to assign buildings within the same geographic area to monitors • Make sure all online documentation is complete • Consolidated Application and Funding Adjustment/Amendment, if possible • Online Monitoring Instrument • Gather and organize all documentation

  12. Online Consolidated Review Instrument • Link to access Fedmonitor web site: www.federalmonitor.com/pa/gov Reminder: • All requirements responded to with “Not Met” or “N/A” require a comment. • When selecting “Met,” must check off the suggested evidence. • For any box checked under suggested evidence, must have documentation to support it.

  13. Spring/Summer of previous year • Equity Plan – prepare or update • Maintain agenda and sign-in sheets for Equity meetings • Maintain notes on any changes that were made as a result • Required by ALL LEAs • There are no exemptions • Continue 2016-17 Non-public schools consultation • Prepare for start of 17-18 Non-public school services • Copy of complaint procedures • Maintain documentation

  14. Spring/Summer of previous year • If using Title IIA money for Class Size Reduction • Prepare data to support using Title II for CSR • To lower largest average class size in Priority Schools, or in highest poverty schools

  15. Spring/Summer of previous year • Maintain documentation of poverty data to determine Title I eligibility • Free and reduced count • Direct Certification numbers – TANF, SNAP • Update Schoolwide Plan • Must update every year • Agenda/sign-in sheets from meetings – parents must be included • Notes on changes made • If no changes are made, document that as well

  16. Fall • Maintain documentation of all professional development provided by LEA • Agenda • Sign-in sheets • Time certification forms completed • All Federally funded staff MUST complete time certification • Partially funded – monthly PARs • Fully funded from single cost objective – semi-annually • Based on time spent on an activity, not the percentage for funding source

  17. Fall • Right to Know teacher certification letter to parents • Evidence of distribution date • Translated copy for parents of EL students • Prepare draft Right-to-Know letter informing parents if their child has been taught for four consecutive weeks or more by a teacher that is not Appropriately State Certified • Must have a copy on record • If used, keep dated copy • Draft needs to be school specific and dated for the current year • Translate for non-English speaking parents

  18. Fall • Hold Title I Parent Meeting • Maintain agenda/sign-in sheets • Discuss • How Title I works in the school • Student achievement and how parents can monitor it • How to work with teachers to improve student achievement • Update LEA and school parent and family engagement policies • Must be updated annually with parent input • Maintain agendas & sign in sheets • School policy must be aligned to the LEA but unique to the schools • Charter schools must have both • Document method of distribution

  19. Fall • Update student-parent compact • With parent input – agendas & sign in sheets • document method of distribution • During staff in-service training work on how to communicate and build ties with parents • Maintain agenda/sign-in sheets • SPAC skits

  20. Fall • Report Staff and Student Data to PIMS • Due October • Submit Comparability Report to DFP • Due November

  21. Winter • LEAs notified of upcoming consolidated review (January) • Letter from DFP with monitor information and Fedmonitor log in & password • Update Consolidated Application Funding Adjustment/Amendment (February-March), if possible • Make sure nonpublic assurances are based on latest funding amounts • Update business office with latest building allocations

  22. Spring • Hold Spring Title I Parent Meeting • Only 1 Annual Title I parent meeting required • Materials and training to help parents improve child’s achievement (e.g. literacy or technology) • Distribute parent surveys to gauge effectiveness of Title I program • Collate results and maintain • Agenda and sign-in sheets required

  23. Spring • Create Transition Plan for 2017-18 • Required for ALL schools • Head Start Program and other Pre-school Programs • Transfer of records • Holding joint meetings for parents with preschool teachers • Meeting with parents to discuss needs of particular students • Maintain • Meeting agenda and sign-in sheets • Training materials • Evaluation forms • Calendar of events

  24. Spring • Parent Involvement activities • If Title I allocation is $500,000 or more, must set aside 1% • At least 90%, must be allocated to schools • Building-level Parent Involvement allocations and expenditures

  25. Uniform Grants Guidance • Five UGG required policies and procedures • Travel Reimbursement Policy • Conflict of Interest Policy • Cash Management Procedures • Allowability of Cost Procedures • Procurement Procedures must be in place by July 1, 2017 • Performance Goal Report • Completed in eGrants • Evidence it was completed

  26. REAP • If your LEA receives Rural and Low Income Schools (RLIS) funding: • Prepare statement of allocations and expenditures • Include copies of invoices and purchase orders

  27. One Month Before Site Visit • PIMS system • Collect Teacher Qualifications Report • Collect Low Income data report • Quarterly reports for federal programs • Two latest Single Audit Reports (federal programs only) • Carryover Waiver approval letter • more than 15% from Title I

  28. One Month Before Site Visit • Schoolwide Plan • Transition Plan • Performance goal report data • Program Approval letter showing date district was allowed to start spending funds • Equipment Inventory • Physical inventory done within past 2 years

  29. One Month Before Site Visit • Previous years (6) federal program records location • Prepare monitoring visit schedule • Complete monitoring online instrument through Fed Monitor using login and password assigned • Schedule parents, principal, business manager, etc for date of site visit

  30. DFP Contacts for Monitoring Information: Karen Trissler ktrissler@pa.gov 717-787-7278 Erin Derr jder@pa.gov 717-787-7815

  31. Questions??

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