Learning to Work Efficiently and Accurately:

1. Learning to Work Efficiently and Accurately: Job-Embedded Monitoring Leads the Way To Professional Accountability 2011 Title I Conference June 14-16, 2011

2. Presenters Robyn Planchard, Ed.S. Georgia Department of Education Title I Education Program Specialist rplanchard@doe.k12.ga.us (404) 463-3467 Thad Clayton, D.Ed. Irwin County Schools Title I Director tclayton@irwin.k12.ga.us

3. Agenda 1. Getting Started 2. Tips to Shorten the Load 3. Monthly Calendar is Your Best Friend 4. How School Principals Sweeten the Pot • Questions & Answers

4. What Direction To Take? Alice said to the White Rabbit, “Which road should I take?” “Where do you want to go?” asked the White Rabbit. “I do not know,” replied Alice. “Well then, it doesn’t matter which road you take, does it?” Alice’s Adventures in Wonderland Lewis Carroll, 1865

5. Description of the Monitoring Process • Programs—WHAT are they? • HOW do you ensure the programs are working in your schools and system? • Title I, Part A–Disadvantaged Children • Title I, Part C –Migrant Education • Title I, Part D –Programs for Delinquent or Neglected Children • Title II, Part A –Improving Teacher Quality • Title VI, Part B –Rural Education Achievement Program (REAP) • Title X, Part C—McKinney-Vento Homeless Education Act of 1987)

6. Getting Started • Organization • Read and become familiar with both GaDOE Monitoring Documents • LEA Self-Monitoring Checklist • LEA Monitoring Form • Monitoring is how you do your job.

7. Begin With the End in Mind • Create Files to Match Monitoring Documents • Color coding files • File Cabinet Organization • Notebook for Self-Monitoring • Keep copies of everything and file as you go along • Touch each piece of paper only once • Mark each folder/section to show it is complete

8. Monitoring of Schools and Programs • Definition: LEA conducts monitoring of its schools and programs sufficient to ensure compliance with Title Programs’ requirements. • Not about GaDOE monitoring you—it is about how you do your job—job-embedded monitoring of your schools and system.

9. The Monitoring Process • Includes: • Procedures: The Overarching Requirement • Data Review • Reporting and Corrective Actions • Technical Assistance is the help you provide • Letters to schools • Memos • Checklists • Forms

10. The Gathering • Monitoring Procedures: The Overarching Narrative • Completed Plans: Schoolwide, Targeted Assistance, Parental Involvement, School Improvement, and the CLIP • District/School Budgets • Policy Checklists • Schedule for Monitoring • Procedures for follow-up and verification of implementation of required corrective actions and audits identified by GaDOE

11. Tips to Shorten the Load Tip #1: Make copies of statement and place in appropriate folders: GaDOE Provides Documentation Tip #2: Make copies of statement and place in each folders: N/A Does Not Apply Tip #3: If it asks for an item place it in folder, do not say see folder……

12. The Load Gets Lighter • Comprehensive LEA Improvement Plan (CLIP) Planning • Meetings & Sign-In Sheets showing stakeholder participation: include teachers, principals, parents, school personnel, etc. • CLIP • Revised CLIP—Meetings & Sign-In Sheets • Approved CLIP • LEA Implementation Plans—Meetings and Sign-In Sheets • Principal Assurances

13. School Communication • Parent Involvement • AYP Status • School Improvement Status • Pubic School Choice • Supplemental Educational Services • Teacher and Paraprofessional Qualifications • Highly Qualified Teachers

14. The Gathering • Title I and AYP Brochures (Right To Know) • Parent Letters (AYP, Choice, NI Status, SES, Non-HiQ Letter) • Technical Assistance Meetings • Beginning of the Year School Packets • Open Houses & Parent Involvement Activities Schedules • SES Packets • Newspaper and Web site (AYP, SES, and School Calendar) • School Handbooks and School Compacts • Title I Parent Annual Meeting, Parental Involvement Letters, Flyers, Plans with Revision Dates, Parent Advisory, and School Council Meetings • Title I & Title II Surveys, Summaries, and Recommendations on School Improvement Plans, CLIP, and Parental Involvement Plans • SES, Title I-D,REAP surveys, homeless policies and surveys?

15. Title I Director Handbook Yearly Timelines Summer: Annual Title I Directors Conference—June 14-16 Revise Equity Plans for Title II, Part A—Due July 1 Revise the CLIP—Due July 31 Fall: Public School Choice—Notify Parents 14 days before the 1st Day of School SES—Notify Parents 14 days before 1st day of school at the beginning of the year Teacher/Paraprofessionals—Schedules, rank order eligibility rosters, and list of personnel on file with Title I Director, Comparability Reports—Due September 30 Winter: Send Notification to Private Schools for Consultation FY13 Prepare for Compliance Review (Self-Monitoring and Cross-Functional Monitoring) District Public School Choice and Supplemental Educational Services Expenditure Notification to the Georgia Department of Education regarding SES lesser amount Amend Budgets and Add Carryover Funds—December-January Spring: Complete Needs Assessment FY13 In-depth Review of Title I Budget with Finance Director Deadline for Amendments for Title I, Part A—Due May 15

16. What Does It all Mean andWhere Do We Go From Here? • Title I Director’s Monitoring Plan Tracks the School Improvement Process in the District • Each school submits School Improvement Plan, Title I Plan, Parental Involvement Plan, Professional Development Plan, Budget, and a completed Inventory • Title I Director continuously monitors the implementation of all these plans, reviews data and AYP status, Public School Choice, and SES • By driving the District school improvement process, it becomes job-embedded, and describes the Title I Director’s daily responsibilities

17. The Gathering • Monitoring Process and Technical Assistance Activities • School Improvement Plans, Title I Plans, Checklists, and AYP Brochures • CLIP and CLIP Planning Meetings, Recommendations, Agendas and Sign-In Sheets • Parent Advisory and School Council Meetings, Parental Involvement Surveys and Results, Parent Input on Summary Results and on school’s parental involvement budget • Test Data and FTE Report; Free and Reduced Meals Report (Category 1) • Allocations (Title I, Part A), Carryover, Purchase Procedures, Purchase Orders, Invoices, and Expenditure Detail Reports and Expenditure Reports • Research-based Professional Learning • School and District Awareness Walks, Schedules and Summary Recommendations • SES and Choice Documentation including written process for implementation • Complaint Process

18. The Information Highway • School Communication • Letter for AYP Status • Letter for Non Highly Qualified Teachers • Letter for Public School Choice • Letter and Packet for SES Services • Beginning of the Year Packet • Handbook with Compact • Parental Involvement Activities

19. Working Efficiently and Accurately • School Improvement Plan • Title I Plans and Checklists • Parental Involvement Plans, Checklists, and Compacts • Principal Assurances • School Budget • Title I Inventory • Highly Qualified Teachers and Paraprofessionals • Schedules • Periodic Certification Forms

20. Supplement Not Supplant Title I School Budgets Distinguished School Budgets School Inventory District or County Office Inventory School Improvement Grant Budgets and Inventory Summary

21. The Gathering • Inventory with Procedures, Dates, and Disposition Policy • Procedures for Periodic Certification and 2 Years Periodic Records • Expenditure Detail for Choice, SES, 2210 Expenses, and Travel Expenses • Waiver Requests • Facility Access Procedures • Procedures for Homeless Students, Homeless Brochures, & Pamphlets • Organization Chart • Neglected and Delinquent Facilities • PSC Hi-Q Reports and Title II, Part A Self-Monitoring Report • Professional Learning Survey Results and Ethics Training Record • Private School Enrollment Reports, Procedures for Private Schools andTitle I Funds, Invitations & Consultations with Private Schools • Title VI, Part B Budget and Expenditure Report • RTI Plans and Procedures • Title I, Part C Priority of Service Reports, Migrant Data, Surveys and Summary

22. What kind of Leadership Style Fits? • What makes job embedded monitoring different? • You monitor throughout the year instead of a panic-stricken month of gathering for the GaDOE Monitors. • 75 % of Documentation is filed by October 1. • You lead proactively instead of reactively.

23. Title I Directors are the Key • Supporting student learning and achievement • Turning dreams into realities • Giving substance to hope • Generating an excitement for learning • Turning potential into performance • Creating a learning community • Helping your schools be all they can be • Making a difference

24. Title I Directors • Require flexibility • Require a strong repertoire of techniques • Require choreography: sometimes leading, sometimes following • Require the ability to always match their steps with whom you dance Today the footwork is becoming more complex.

25. What Direction To Take? If being an effective Title I Director is conducting monitoring of the LEA’s schools and programs to ensure compliance with Title Programs requirements… • How can you use job-embedded monitoring of your schools and system to become a more effective Title I Director? • Q & A

26. Title I Program Specialist Contact Information

27. Learning to Work Efficiently and Accurately: Job-Embedded Monitoring Leads the Way To Professional Accountability 2011 Title I Conference June 14-16, 2011