successful program implementation: meeting compliance statutes virginia department of education...

Successful Program Implementation:Meeting Compliance Statutes

Virginia Department of Education Office of Program Administration and Accountability

Title I University, October 30, 2014Chris McLaughlin

Learning Outcomes for Today’s SessionFederal Program Monitoring (FPM)

The participant will be able to:

• Identify division’s participation window within the three-year FPM cycle

• 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)

• Institutionalize preparation as a systemic cycle for success

Federal Program Monitoring Cycle

Year 1

Year 2Year 3

Three-Year Cycle

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. Thus, 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.

Federal Program Monitoring

Identification of FPM Divisions

FPM Webinar

On-site/Online FPM FPM Technical Assistance

Distribution of Compliance/Non-

Compliance Letters

SEA Process

Federal Program Monitoring: 2014-2015 Schedule(Superintendent’s Memo No. 259-14)

Federal Program Monitoring: 2014-2015 Schedule(Superintendent’s Memo No. 259-14)

Federal Program Monitoring

Protocol Document Review

Evidence Collection & Sharing System

Enhance Capacity for Systemic Processes

Self Monitor &Request SEA Assistance

FPM Participation & Response to

Recommendations/ Findings

LEA Process

Federal Program Monitoring

Protocol Document

ReviewLEA Process

Federal Program Monitoring: Protocol Document

Where can I find the FPM protocol document?

http://www.doe.virginia.gov/federal_programs/esea/federal_monitoring/index.shtml

Federal Program Monitoring: Protocol Document

Federal Program Monitoring: Protocol Document

Federal Program Monitoring

Evidence Collection &

Sharing System

LEA Process

Federal Program Monitoring: Protocol Document

Federal Program Monitoring: Evidence Collection System

Federal Program Monitoring: Protocol DocumentFPM Title I, Part A Table – Shaded items are either

1) provided by VDOE; or 2) Inactive due to the terms of ESEA flexibility

Do not address shaded items.

Federal Program Monitoring

Enhance Capacity for Systemic Processes

LEA Process

Federal Program Monitoring: Evidence Collection

• Establish electronic filing system to mirror protocol document

• Assign areas of responsibility among several staff involved in the implementation of the program

• Establish timelines and procedures for collection of evidence

Federal Program Monitoring: Enhancing Capacity

Who has

access to

files?

Federal Program Monitoring: Enhancing Capacity

2.1a2.1a

Federal Program Monitoring:

Enhancing Capacity

2.1a2.1a

Common Areas Eliciting Findings

Title I, Part A

Fiduciary•Attestations•PAR•Semi-Annual Certifications•Inventory

Parent Involvement & Parental Notification

Review of the LEA’s Title I planPolicyCompactAnnual MeetingAnnual Evaluation Right to Know

Instructional Support Highly Qualified StaffSchoolwide Plans

Are the required documents

present?

Are the probing questions

answered?

Highly Qualified Staff

2.1c2.1c

Are the required documents

present?

Are the probing questions

answered?

Schoolwide Programs

2.6a2.6a

Are the required documents

present?

Are the probing questions

answered?

Parent Involvement

2.3a2.3a

Are the required documents

present?

Are the probing questions

answered?

Parent Involvement

2.3a2.3a

2.3b2.3b

Are the required documents

present?

Are the probing questions

answered?

Parent Involvement

2.3c2.3c

2.3d2.3d

2.3e2.3e

Are the required documents

present?

Are the probing questions

answered?

Parent Involvement

2.3e2.3e

2.3f2.3f

Are the required documents

present?

Are the probing questions

answered?

Parent Involvement

2.3g2.3g

2.3h2.3h

2.3i2.3i

Are the required documents

present?

Are the probing questions

answered?

Parent Involvement

3.3h3.3h

Federal Program Monitoring

Self Monitor &Request SEA Assistance

LEA Process

Federal Program Monitoring

FPM Participation & Response to

Recommendations/ Findings

LEA Process

Federal Program Monitoring

FPM Participation & Response to Recommendations / Findings

FPM Participation & Response to Recommendations / Findings

Next Steps… On-Site 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 meeting.

• Per today’s session, review the FPM protocol with respective staff and complete evidence collection process (electronic or paper documentation).

• Secure location suitable for FPM meeting for the established meeting date.

• Contact your assigned program specialist during preparation if any questions arise.

• Follow-up with assigned specialist to confirm meeting date logistics two weeks in advance.

Next Steps… 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.

• Per today’s session, review the FPM protocol with respective staff and complete evidence collection process (electronic documentation only) .

• Secure location suitable for FPM webinar for the established meeting date.

• Contact your assigned program specialist during preparation if any questions arise.

• Send documentation to specialist for review at least two weeks prior to the established webinar date.

VDOE Contact Information: Title I, Part A

Lynn Sodat, Ph.D., Title I CoordinatorLynn. Sodat@doe.virginia.gov

Phone: (804) 371-2934

Gabie Frazier, Title I SpecialistGabie.Frazier@doe.virginia.gov

Phone: (804) 225-2907

Chris McLaughlinChris.McLaughlin@doe.virginia.gov

Phone: (804) 225-2901

Questions?