successful program implementation: meeting compliance statutes virginia department of education...
TRANSCRIPT
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. [email protected]
Phone: (804) 371-2934
Gabie Frazier, Title I [email protected]
Phone: (804) 225-2907
Chris [email protected]
Phone: (804) 225-2901
Questions?