Federal ProgramsConsolidated Review

Monitoring

Kelly IorfidaEducation Administrative Associate

Division of Federal ProgramsDepartment of Education

Topics:

• General Information

• The Process

• FedMonitor (online self-assessment)

• Desk Audits

• LEA Responsibility

• Tips for Successful Monitoring Experience & Report

“Purpose” of Federal Program Monitoring

LEAs to Demonstrate Program ComplianceCompliance

• Title I, Part A – Improving Basic Programs

• Title IIA, Part A - Improving Teacher & Principal Quality

• Title III – Language Instruction for Limited English Proficient and Immigrant Students

• Title VI, Part B – Rural Education Achievement (REAP)

LEAs to Avoid Possible Audit Exceptions

** It is NOT to Review LEA’s Programs

•All LEAs are reviewed one time every 3 years– Once every 3-year cycle– Currently in “Cycle 3” (2012-13)– If monitored in 2012/13 wont be again until 2015/16– Cycle lists posted on DFP’s website

•Visits occur between January and end of May - Typically March – May, due to weather & PSSAs

When do they take place and how often??

LEAs that serve a Neglected and/or Delinquent Institution:

• Monitoring of N & D Institutions also occur once every 3-year-cycle.

– Cycle year may be different than cycle year of servicing agency.

– N & D cycle years also reflected on DFP’s website.

– Notification Letter is mailed to Federal Programs Coordinator of Servicing Agency.

– Monitoring visit/review takes place at N or D Institution, not the Servicing Agency.

Federal Program Monitors

About the Monitors…

• They are retired educators

• Most were federal program employees

• Trained by DFP program managers on changes and new requirements in NCLB

“PROCESS”of Federal Programs Monitoring:

1) DFP mails letter to LEA in early January - addressed to Superintendent/CEO - provides username & password for FedMonitor - provides monitor’s name

2) Monitor contacts LEA to schedule visit - monitor and LEA mutuallymutually agree on date

3) LEA completes online instrument in FedMonitor 30 days prior to monitor site visit

4) Monitor reviews LEA’s submitted online instrument (just before on-site visit)

“PROCESS”of Federal Programs Monitoring:

5) Monitor conducts on site visit / verifies information Information reviewed is current program year Federal Program Staff must be available during review Title I Parents & Students must also be available

6) Monitor completes instrument online & then locks instrument.

- Notification is emailed to LEAs & DFP confirming document has been locked

** LEAs have access to locked documents (at any time) with same username & password.

“PROCESS”of Federal Programs Monitoring:

7) DFP reviews LEAs locked documents & determines whether programs are in full compliance.

► Separates LEA Reports (citations/no citations)

No Citations:

DFP mails “In Compliance LetterIn Compliance Letter” to Superintendent/CEO• Letter states LEA is in complete compliance with current statutes,

regulations and guidance released by USDE. *(Keep letter on file for auditors)

With Citations:

DFP mails letter to LEA outlining compliance issue(s)outlining compliance issue(s)• Provides Corrective Action Plan (CAP) & Deadline• RC and/or program managers may conduct site visit to provide

technical assistance to LEA.

“PROCESS”of Federal Programs Monitoring:

“Monitoring Reports & Citations”

8) LEA sends CAP to DFP by given deadline. **If more time is needed contact your RC to request extension

9) CAP is reviewed by Regional Coordinators in DFP. - determines if all CAs have taken place

10) After all Corrective Action(s) have taken place DFP mails LEA an “In full Compliance In full Compliance

LetterLetter”.

**If LEA fails to submit CAP by deadline

Title I funds may be suspended.

Federal Monitor for PA

Online Monitoring/Review InstrumentOnline Monitoring/Review Instrument

•Developed by Leader Services for the PA Department of Education

•Based on USDE’s monitoring tool used to monitor State Education Agencies and Local Education Agencies (LEAs)

•Username & Password required to access site

Federal Monitor for PA

• Contains self-assessment for LEAs to complete- Federal Program Requirements- Reviewed by monitor prior to on-site visit- Regional Coordinators in DFP may also review- LEAs can see past years’ assessments

• Can be printed out in hard copy for LEA to review and gather necessary program documentation

• Can help LEA see where it stands with federal compliance issues. (identify and correct)

• Can assist LEAs in complying with monitoring requirements of federal grants

Logging into the Review Instrument in FedMonitor:

https://www.leaderservices.com/_fedmonitor

** Enter Username and Password

Each federal program your LEA implements should be reflected here.

Click on the Generate Draft InstrumentGenerate Draft Instrument button to print hard copy of entire Review Instrument.

LEA must enter info within Assessment Details

Assessment Home Page

2012-2013

DFP enters a checkmark in each box your LEA receives program allocation for.

LEA must enter name &

number of each person.

Monitor Completes bottom sections

Monitor enters checkmarks

here

Click here to print a blank copy of the Title I Review Instrument

Click on each of these sections to complete

the info within.

Title I Review Instrument / Self Assessment

Highly Qualified Highly Qualified Section within Title I Assessment

Requirements Met/ Not Met/ N/A Suggested Evidence Comments

**Always hit Save Changes at bottom

4 Requirements

Parent Involvement Parent Involvement Section within Title I Assessment8 Requirements

Top “Out of Compliance” findings are Parent Involvement issues

Top Parent Involvement Findings:

1.1.LEA LEA has a written Parental Involvement Policy and evidence that it is updated periodically.

2.2.SchoolsSchools receiving Title I funds have a written Parent Involvement (PI) Policy aligned with the District policy.  

3. LEA and schools LEA and schools have carried out the six requirements to build parents capacity to be involved in school:    

(c). (c). Educate instructional staff, with parental assistance, in the value and utility of contributions of parents, how to reach out to and communicate with and work with parents as equal partners, implement and coordinate parent programs and build ties between parents and school.

**Good Reference Website for Parent Involvement Requirements:“STATE PARENT ADVISORY COUNCIL (SPAC)”

www.spac.k12.pa.us

School Improvement School Improvement Section within Title I Assessment

Enter checkmark in box if no schools are in School Improvement status

Fiscal Requirements

**Click on Generate Component button to print hard copy of “Fiscal Requirements”.

FISCAL REQUIREMENTS:

Audits, Carryover, Rank Order, Supplement/Supplant, Nonpublic

School Services, etc.

Fiscal Requirements & ““Obligating Funds”Obligating Funds”

**Note the FiscalFiscal Requirement - Obligating Funds: - Obligating Funds:

“LEA began obligating funds onon or after after the program approval date.”

•Federal funds are to be obligated only during the only during the period of availability of the grantperiod of availability of the grant; never prior

–See LEA’s approved Consolidated Application for programs’ start and end dates. (Reflected on first page)

•Program Expenditure Records Expenditure Records must reflect dates that coincide with period of availability of funds.

• Invoices, Purchase Orders, etc.

Desk Audits

• Pilot year was 2011-12

• Approximately 27 LEAs chosen past 2 years:– Had a clean report last time monitored– No buildings in school improvement – Title I allocation less than $270,000 - $300,000– Regional Coordinator recommendation

• Desk Audit LEAs must: – Complete online self-assessment in Fedmonitor– Prepare documentation to upload on to EduPlanetEduPlanet **(Only documentation requested in Desk Audit Review Instrument)

– Documentation should be uploaded NLT May 1st

– Assign a contact person for monitor (Monitor must be able to reach them if questions regarding info uploaded on EduPlanet, etc).

“LEA’s” Responsibility: Preparing for the Visit

*Key to Success!

Be sure Consolidated Amendment is completed, resubmitted and approved via PDE.

Complete online assessment at least 30 days before onsite monitoring visit.

Prepare an agenda for day of monitoring visit. - share with monitor & school staff involved

Have all federal program managers on site.

Stay in touch with monitor; exchange contact info.

Tips/Recommendations….

•Don’t wait until end of school year to have your Title I Parent Meeting.

•Have Title I as a standard agenda item on all PTA or PTO monthly meetings.

•Have Federal Programs be a standing agenda item on all school board meeting agendas.

•Be sure of the following: District has a written Parental Involvement Policy

• Must be able to provide evidence its updated annually• Must be able to provide evidence parents had opportunity for input in development of plan

Title I Schools have a written Parental Involvement Policy• School policy must be aligned with District Policy

Tips/Recommendations

• Make sure Business Manager is aware of programs’ “Start Date.” – Program start date is found on 1st page of approved

consolidated application– Includes the following projects: Titles IA, IIA, Title III

• Make sure program funds are NOT obligated before programs' approved start date

• Use the Review Instruments (on FedMonitor) to get familiar with Federal Program Requirements - Print out in hard copy

Tips from the Monitors

Have copies of your completed monitoring instrument available to all parties who will participate in monitoring visit. - Review instrument with staff that will be participatingReview instrument with staff that will be participating

Have documentation & evidences of compliance aligned to the order of the monitoring instrument - Organize program data by program & requirement

**(Binders or folders)**(Binders or folders)

Helps to have an “agendaagenda” and share with school staff that will be involved prior to on site visit.

Don’t be “stressed out”… but be “prepared”.

Keep in mind…

• Many of the templates & sample letters you need for compliance are on DFP’s web site:

– Forms, Sample Letters & Templates• Equity Plan Template and Guiding Questions• Parent Right to Know/ 4 Week Letter• Parent Right to Know/Teacher Qualifications Letter• Title I School Choice Letter• Equipment Inventory Checklist• Small & Attractive Inventory Sheet for Equipment

Purchased with Title I Funds

• Don’t hesitate to ask DFP for help!!

Information on DFP's Website Regarding Consolidated Review:

• Consolidated Review Schedule / Cycle lists

• Top Findings from Previous Year

• Copies of all Program Review Instruments

• FedMonitor’ s Web Site Link:

https://www.leaderservices.com/_fedmonitor

How to Access Consolidated Review Info via “DFP’s” website:

Step-by-Step:

1. In web browser enter: www.education.state.pa.us

2. Click on Programs – bottom link on left

3. Click on Programs D-G on left

4. Click on Federal Programs on left

5. Click on Consolidated Program Review on left

Questions…

Contact Information for Monitoring Information

• Kelly Iorfidakiorfida@pa.gov717-783-6543

• Karen Trisslerktrissler@pa.gov

717-787-7278