transitioning to a more effective monitoring process for both

Transitioning to a More EffectiveMonitoring Process for Both Title I, Part A and Title II, Part A

11th Annual Title Programs ConferenceJune 18-20, 2013

PresentersAngie Davis

Title II, Part A Education Program Specialist

Georgia Professional Standards Commission

[email protected](404) 290-5054

Evelyn MaddoxTitle I, Part A Education Program Specialist

School [email protected]

(404) 656.2045

Pam A. McCoyPrincipal/Former Title I Director

Muscogee County [email protected]

(706) 569-3685

Anthony L. ThreatTitle I, Part A Education Program

SpecialistSchool Improvement


mailto:[email protected]




Agenda

• Changes in Title I, Part A and Title II, Part A Program Monitoring

Monitoring Process Before 2012 -2013Joint MonitoringMonitoring ProcessBenefits of New Monitoring Model

Agenda

• Title I, Part A and Title II, Part A Program LEA Monitoring Preparations

LEA Title I Director Preparations for monitoring Title I, Part A and Title II, Part A

Agenda

• Identify Title I, Part A and Title II, Part A Program Requirements that are the Same

Review and discuss monitoring indicators that are the same or that have commonalities for the two programs.

Agenda

• Identify Required Documentation for Title I, Part A and Title II, Part A program

requirements that are the Same or that have Commonalities for the two programs.

Review and discuss monitoring indicators that are the same or that have commonalities for the two programs.

Agenda

• Questions and Answers

Changes in Title I, Part A and Title II, Part A Program Monitoring

Monitoring Before 2012 -2013– Title I, Part A– Title II, Part A Before this year, Title I, Part A coordinated the monitorings of all

federal program, except Title II, Part A, as a team effort on a single monitoring document.

A Title II, Part A person served on the team if possible to check the Title II, Part A areas that were on the monitoring form.

Title II, Part A specialists monitored their own systems with a stand alone document on a separate schedule established by Title II, Part A.

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Monitoring 2012 – 2013 Joint Monitoring

Beginning this year, the Title I, Part A monitoring document has been revised to add the federal programs monitoring indicators to the FY13 document.

Now, all federal programs are monitored at one time. In addition to the combining of the two documents, Title II, Part A consultants now have adopted the Title I model and do not monitor their own systems.

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Monitoring Process Now, Title II, A monitoring follow the process that Title I, Part A

had previously established. There is a Title Programs On-Site Cross Functional Monitoring

Process Manual. Process– On-Site Cross Functional Monitoring Team Process

• Selection Process• Risk Assessment• On-Site Monitoring Document

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Monitoring Process Continued

• On-Site Cross Functional Monitoring Team– Federal Programs– Development of Teams

– Training• Georgia Department of Education Staff (GaDOE)• Local Educational Agency (LEA)

– Selection of Monitoring Date – LEA Notification of Monitoring Date

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– Preparation for On-Site Visit• Team Lead Preparation

– Confirmation of LEA Visit– Reminder to Team Members– Assignment of Duties– Agenda and Sign-in Sheets– Folder Preparation

• LEA Preparation

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Monitoring Process Continued – On-Site Visit

• Team Members Protocol• Team Lead Protocol• Follow Up

– Cross Functional Monitoring Visit Feedback– GaDOE Feedback to LEA

• On-Site Review• Compliant• Findings• Sign Off and Review of Requirements

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– LEA Response to Monitoring Feedback

– GaDOE Response to LEA Correction

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Benefits of New Monitoring Model

Improved communication between Title Programs Time working together to develop professional relationships Improved monitoring document for school system response Shared information that increases the clarity and depth of system

information

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Title I, Part A and Title II, Part A Program LEA Monitoring Preparations

LEA Title I director preparations for monitoring in Title I, Part A and Title II, Part A.

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Title I, Part A and Title II, Part A Program Requirements that are the Same

Ongoing Monitoring of Title I, Part A and Title II, Part A Paid Employees

Coordinate with other departments (Human Resources, Elementary and Secondary Education Departments, Finance) to begin the process at the beginning of the year

Provide adequate training across the district, discussing the Title I policies and procedures

Establish accountability in the schools, administrators must know the importance of accurate record keeping

Set protocols for ongoing communication throughout the year (hand-outs emails, charts, agendas, sign-in sheets)

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Verify employee qualifications and certifications (Georgia Professional Standards Commission).

Collect and file signed documents from each employee at every school (Hi-Q status, notification of changes).

Duplicate forms as needed for other federal programs (Title I, Part A/Title II Part A Paid Employees, Job Assignments, Certifications, Paraprofessionals Assigned to Work with a Hi-Q Teachers, Periodic Certifications).

Conduct regular school visits, use a checklist to monitor Title I, Part A and Title II, Part A components.

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Conduct in-house monitoring, be transparent. Document what is incorrect and work to correct it. Communicate with assigned GaDOE specialist on a

regular basis. Log and keep responses/resolutions for future

reference. Modify policies and procedures as needed.

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Title I, Part A1.1 Evidence of processes used by

the LEA to monitor the implementation of Title I, Part A; Title II, Part A.

Title II, Part A• In several descriptors –

monitoring remediation plans, equity plan, recruiting and retaining of teachers.

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Documentation:1.1 - Written description of the LEA monitoring process, including On-site procedures, timelines, schedules, data review, and the reporting and corrective action processes. Copies of reports, corrective actions, results of technical assistance.


Title I, Part A2.1 The approved Comprehensive

LEA Improvement Plan (CLIP).

Title II, Part A26.1 The approved

Comprehensive LEA Improvement Plan (CLIP).

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Documentation:2.1 - GaDOE Provides Copy of Approved CLIP.

26.1- GaDOE Provides Copy of Approved CLIP.


Title I, Part A

3.3e Teacher and Paraprofessional Qualifications.

Title II, Part A

26.32 Parents are informed of their “Right to Know” the professional qualifications of their child’s teachers and paraprofessionals.

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Title I, Part A and Title II, Part A Program requirements that are the Same

Title I, Part A & Title II, Part A Documentation:3.3e - Copies of LEA/school communications to parents in multiple

languages, as appropriate, regarding teacher and paraprofessional qualifications (letters, student handbooks, and/or other means of notification) that include specific school and/or LEA contact information.

26.32 - Handbooks with required statements and parent signature pages of handbooks; OR

Copies of letter(s) mailed to parents with note of date mailed.

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Title I, Part A

3.3f Highly Qualified Teachers Evidence that the LEA/schoolinforms parents that their child hasbeen assigned to, or has beentaught for four or moreconsecutive weeks by a teacherwho is not highly qualified.

Title II, Part A

26.33 Parents are informed when their child has been taught for 20 or more consecutive days by a teacher who is “highly qualified.” Parents must be notified by standard mail.

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Title I, Part A & Title II, Part A Documentation:

3.3f - GaDOE provides Copy of consolidated application. Copy of Grants Accounting carryover letter. Copies of LEA/school dated letter communicating to parents in multiple languages, as appropriate, informing parents about the placement or assignment of a teacher with their child for four or more weeks who is not highly qualified that include specific school and/or LEA contact information.

26.33 - List of non-HiQ substitutes who replaced HiQ teachers for 20 or more consecutive days. Copy of letters mailed to parents at each school that has non-HiQ teachers and/or non-HiQ substitutes of 20 or more consecutive days.

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Title I, Part A

15.1 Internal Control Procedures set standards for financial management.

Title II, Part A

26.28 LEA has written proceduresfor internal control of expenditureof funds (either comprehensive orFor Title II, Part A) that includes appropriate authorization andcompliance with all applicable lawsand regulations.

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15.1- Copies of financial and program policies or procedures that ensure internal controls, including segregation of duties; ensures accountability; appropriate authorization; and compliance with all applicable laws and regulations.

26.28 - LEA policy or procedures describing the internal controls in place that includes appropriate authorization and compliance with all applicable laws and regulations.

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Title I, Part A

15.3 Accounting records are supported by source documentation and costs are allowable under applicable laws and regulations.

Title II, Part A

26.27 Title II, Part A expenditures align with Title II, Part A budget and are appropriate and reasonable.

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15.3 - Supporting documentation for items selected for review (such as invoices, purchase orders, agendas from conferences, purchase order, voucher packet, etc.).

26.27 - Title II, Part A detailed expenditure report, current Title II, Part A payroll detail report, purchase orders and/or invoices.

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Title I, Part A

15.5 After-the-fact periodic certification on file for personnel paid 100% with federal funds.

Title II, Part A

26.25 Periodic Certification Forms are complete semiannually (not before the last day of each semester) by all personnel totally funded by Title II, Part A.

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15.5 - Copy of written plan detailing when after-the-fact periodic certifications will be conducted. Copy of current school year’s after- the-fact periodic certifications.

26.25 - Completed periodic certification forms for school years 2012-2013 and 2013-2014 for FY14.

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Title I, Part A

15.6 Split-funded personnel paid based on acceptable time logs.

Title II, Part A

26.26 Time logs are accurately completed monthly by all personnel who are split-funded (partially funded by

Title II, Part A).

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15.6 - Copies of detailed monthly time logs or employee schedules signed monthly by the employee and the employee's supervisor. Employee schedules identifying the time funded by all fund sources may be used if the personnel have a fixed daily schedule.

26.26 - Completed time logs for 2013-14 for FY14.

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Title I, Part A15.9 Travel expenses paid

according to state travel regulations.

Title II, Part A26.27 Title II, Part A expenditures

align with Title II, Part A budget are appropriate and reasonable.

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Documentation:15.9 - Record of travel authorizations and vouchers paid using Title I funds. 26.27 - Record of purchase orders, travel authorizations, and detailed expenditure reports.


Title I, Part A

19.2 Subrecipients’ requests for federal funds are evaluated, and drawdown's of federal cash are only for immediate needs.

Title II, Part A

26.29 LEA encumbers and drawsdown Title II, Part A funds in atimely manner.

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19.2 - Copy of draw downs made from Title I, Part A and Title II, Part A funds to date. Policy/procedures that indicate how subrecipient requests are evaluated before funds are released for reimbursement.

26.29 -Written process for ensuring timely encumbrances anddraw down of funds. Georgia Department of Education Grants Accounting On-lineReporting Systems (GAORS) form DE147 Fund Requisitions forTitle II, Part A.

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Title I, Part A

19.3 Evidence that LEAs do not draw funds before actual need. Excess cash balances are funds maintained at the recipient/subrecipients level in excess of immediate (usually 3 days) needs.

Title II, Part A

26.29 LEA encumbers and draws down Title II, Part A funds in a timely manner.

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Title I, Part A & Title II, Part A Documentation:19.3 - Copy of LEA's drawdown requests are consistent with GaDOE's

DE0147, and LEAs request are supported by accounting records of outlays (expenditures) prior to but not more than 2 days usually of request. Payments to LEA were determined to meet immediate cash needs.

26.29 - Written process for ensuring timely encumbrances and draw down of funds.

Georgia Department of Education Grants Accounting On-line Reporting Systems (GAORS) form DE147 Fund Requisitions for

Title II, Part A.

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Title I, Part A

20.2 Account for grant funds in accordance with all applicable laws and sufficient to permit preparation of reports and the tracing of funds to a level of expenditures.

Title II, Part A

Not in one place but a partof all of the monitoringdocument.

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Documentation:20.2 - Copy of accounting records to support the results of outlays (expenditures) indicated in the completion report for all Federal programs for Title I, Part A and Title II, Part A.


Title II, Part A26.6 100% of core academic

content teachers and paraprofessionals are HiQ.

Title I, Part ARequired in Title I, Part A aswell. Core is defined asReading/Language arts, math,science and social studies.

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Documentation: 26.6 - Copy of the Highly Qualified Teacher and Paraprofessional. Annual Percentage Data Report (GaPSC HiQ Report) for 2013-2014 for FY14.


Title II, Part A

26.7 Evidence that all teachers paid with Title I, Part A funds in Title I Schools hired after 2001-2002 school year meet highly qualified requirements.

Title I, Part A

Title I, Part ARequirement.

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Documentation: 26.7 - Copy of current Payroll Report for Title I, Part A.


Title II, Part A

26.8 Evidence that Title I instructional paraprofessionals meet the ESEA hiring requirements.

Title I, Part A

Title I, Part ARequirement.

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Documentation: 26.8 - Written procedures, personnel policy, and/or vacancy posting. Copy of GaPSC Paraprofessional Certificate for each Title I paraprofessional.


Title II, Part A

26.9 Evidence that Title I instructional paraprofessionals perform their work under the direct supervision (close and frequent proximity) of a highly qualified teacher.

Title I, Part A

A Requirement of Title I, Part A.

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Title II, Part A and Title I, Part A Documentation:

26.9 - Copy of instructional paraprofessional's schedule that indicates the highly qualified teacher who is providing direct supervision.

Samples of guidance, memoranda, training materials and/or agenda of meetings for principals and teachers in Title I schools regarding the duties and assignment of paraprofessionals.

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Title II, Part A

26.10 Data is collected and reported verifying the highly qualified status of the teachers and paraprofessionals in each school.

Title I, Part A

A Requirement of Title I,Part A as well.

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26.10 - Copy of 2013-2014 for FY14 Title I, Part A and Title II, Part A Section 1119 Qualifications for Teachers and Paraprofessionals Verification of Compliance.

Principal Attestations and Assurances (both pages) for each school.

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Title II, Part A

26.17 Class size reduction (CSR) teachers are highly qualified.

Title I, Part A

A Requirement of Title I,Part A as well.

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.

Documentation:26.17 - List of CSR teachers indicating their teaching assignment. Copy of teaching certificate for any CSR teacher not listed in GaPSC HiQ report.


Title II, Part A

26.21 All LEA charter school core academic teachers are highly qualified.

Title I, Part A

A requirement of Title I,Part A as well.

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26.21 - List of all LEA charter schools indicating whether or not the school requires teacher certification.

For each school that does not require teacher certification a. List of all teachers and their teaching assignments. b. Documentation that each teacher meets requirements to be

considered “highly qualified” – Title II, Part A Handbook, Section II.

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Title II, Part A

26.24 All personnel funded by Title II, Part A are performing duties allowable under Title II, Part A guidance.

Title I, Part A

Required in Title I, Part Aas well. All dutiesperformed must beTitle I allowable.

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Documentation: 26.24 - List of all personnel funded by Title II, Part A, indicating: a. Percent of job funded by Title II, Part A. b. Job title and work site. Copy of job descriptions for all personnel funded by Title II, Part A, except CSR teacher.


Title II, Part A

26.27 Title II, Part A expenditures align with Title II, Part A budget and are appropriate and reasonable.

Title I, Part A

Required in Title I, Part Aas well. Expendituresmust be aligned in budget.

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Documentation: 26.27 - Title II, Part A detailed expenditure report. Current Title II, Part A payroll detail report. Purchase orders and/or invoices.

Title I, Part A reviews the same documents.


Title II, Part A

26.28 LEA has written proceduresfor Internal Control of expenditureof funds (either comprehensive orfor Title II, Part A) that includes appropriate authorization andcompliance with all applicable lawsand regulations.

Title I, Part A

15.1 Internal Control Procedures set standards for financial management.

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26.28 - LEA policy or procedures describing the internal controls in place that includes appropriate authorization and compliance with all applicable laws and regulations.

15.1 - Copies of financial and program policies or procedures that ensure internal controls, including segregation of duties;ensures accountability; appropriate authorization; andcompliance with all applicable laws and regulations.

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Title II, Part A Title I, Part A

28.3 Evidence that consultation occurred between the LEA and private school officials regarding services for private school children prior to the LEA making any decision for Title I, Part A carryover.

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26.30 LEA provides for the equitable participation of private school principals, teachers, and other personnel in professional learning activities.


Title II, Part A Documentation:26.30 - Title II, Part A List of private schools within the geographic district boundaries. Copy of letters sent to private schools notifying them of theirright to participate. Copy of response letters from private schools. ORCopy of registered mail receipts from private schools.

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Title I, Part A Documentation:28.3 - Copy of: All DE1111 forms submitted to LEA for the FY13 school year andprivate school letter with U. S. postal registration receipt invitingparticipation in Title I, Part A funding. Sign-in sheets and agenda for invitation/initial meeting. Signed affirmation of consultation for regular Title I, Part A fundsfor participating private schools, if applicable. Consultation meeting agenda(s) indicating consultation for Title I, Part A funds with date(s) of meeting(s). LEA must have a meeting agenda available for review regardless of thelevel of private school participation.

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Title II, Part A Title I, Part A28.6 Evidence that an

instructional plan has been developed by LEA and private school collaboration.

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26.31 Private schools participate in the design, development, and implementation of the professional learning plan in which they will participate.


Title II, Part A Documentation 26.31 - Evidence of private school participation in the development of the LEA professional learning plan: a. Meeting agendas or minutes b. Sign in sheets OR Evidence of private school planning for their own professional learning: a. Needs assessment b. Plan c. Documentation of scientific research base for activities d. Budget

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Title I, Part A Documentation:

28.6 - Copy of each private school's instructional plan developed through collaboration of the LEA and the private school.

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Questions and Answers

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PresentersAngie Davis

Title II, Part A Education Program Specialist

Georgia Professional Standards Commission


Evelyn MaddoxTitle I, Part A Education Program Specialist

School [email protected]

(404) 656.2045

Pam A. McCoyPrincipal/Former Title I Director

Muscogee County [email protected]

(706) 569-3685

Anthony L. ThreatTitle I, Part A Education Program

SpecialistSchool Improvement






transitioning to a more effective monitoring process for both

Documents

monitoring title

mccoyprincipalformer

aagendaidentify title

monitoring indicators

monitoring form

single monitoring document

program requirements

effectivemonitoring