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Transitioning to a More Effective Monitoring Process for Both

Transitioning to a More Effective Monitoring Process for Both Title I, Part A and Title II, Part A . 11 th Annual Title Programs Conference June 18-20, 2013. Presenters. Angie Davis Title II, Part A Education Program Specialist Georgia Professional Standards Commission

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Transitioning to a More Effective Monitoring Process for Both

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  1. Transitioning to a More Effective Monitoring Process for Both Title I, Part A and Title II, Part A 11th Annual Title Programs Conference June 18-20, 2013

  2. Presenters Angie Davis Title II, Part A Education Program Specialist Georgia Professional Standards Commission angie.davis@gapsc.com (404) 290-5054 Evelyn Maddox Title I, Part A Education Program Specialist School Improvement emaddox@doe.k12.ga.us (404) 656.2045 Pam A. McCoy Principal/Former Title I Director Muscogee County Schools Mccoy.Pamela.A@muscogee.k12.ga.us (706) 569-3685 Anthony L. Threat Title I, Part A Education Program Specialist School Improvement anthony.threat@doe.k12.ga.us (706) 615-0367

  3. Agenda • Changes in Title I, Part A and Title II, Part A Program Monitoring • Monitoring Process Before 2012 -2013 • Joint Monitoring • Monitoring Process • Benefits of New Monitoring Model

  4. 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

  5. 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.

  6. 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.

  7. Agenda • Questions and Answers

  8. 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.

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

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

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

  12. Changes in Title I, Part A and Title II, Part A Program Monitoring • Monitoring Process Continued • 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

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

  14. Changes in Title I, Part A and Title II, Part A Program Monitoring • Monitoring Process Continued • LEA Response to Monitoring Feedback • GaDOE Response to LEA Correction

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

  16. 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.

  17. 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)

  18. 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 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.

  19. 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 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.

  20. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A In several descriptors – monitoring remediation plans, equity plan, recruiting and retaining of teachers. 1.1 Evidence of processes used by the LEA to monitor the implementation of Title I, Part A; Title II, Part A. 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.

  21. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.1 The approved Comprehensive LEA Improvement Plan (CLIP). 2.1 The approved Comprehensive LEA Improvement Plan (CLIP). Documentation: 2.1 - GaDOE Provides Copy of Approved CLIP. 26.1- GaDOE Provides Copy of Approved CLIP.

  22. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.32 Parents are informed of their “Right to Know” the professional qualifications of their child’s teachers and paraprofessionals. 3.3e Teacher and Paraprofessional Qualifications.

  23. 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.

  24. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A 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. 3.3f Highly Qualified Teachers Evidence that the LEA/school informs parents that their child has been assigned to, or has been taught for four or more consecutive weeks by a teacher who is not highly qualified.

  25. Title I, Part A and Title II, Part A Program requirements that are the Same Title I, Part A & Title II, Part A Documentation: 3.3f - 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.

  26. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.28 LEA has written procedures for internal control of expenditure of funds (either comprehensive or For Title II, Part A) that includes appropriate authorization and compliance with all applicable laws and regulations. 15.1 Internal Control Procedures set standards for financial management. .

  27. Title I, Part A and Title II, Part A Program requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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.

  28. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.27 Title II, Part A expenditures align with Title II, Part A budget and are appropriate and reasonable. 15.3 Accounting records are supported by source documentation and costs are allowable under applicable laws and regulations.

  29. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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.

  30. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A 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. 15.5 After-the-fact periodic certification on file for personnel paid 100% with federal funds.

  31. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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.

  32. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A 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). 15.6 Split-funded personnel paid based on acceptable time logs.

  33. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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.

  34. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.27 Title II, Part A expenditures align with Title II, Part A budget are appropriate and reasonable. 15.9 Travel expenses paid according to state travel regulations. 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.

  35. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.29 LEA encumbers and draws down Title II, Part A funds in a timely manner. 19.2 Subrecipients’ requests for federal funds are evaluated, and drawdown's of federal cash are only for immediate needs.

  36. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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 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.

  37. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A 26.29 LEA encumbers and draws down Title II, Part A funds in a timely manner. 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.

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

  39. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A Title II, Part A Not in one place but a part of all of the monitoring document. 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. 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.

  40. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A Required in Title I, Part A as well. Core is defined as Reading/Language arts, math, science and social studies. 26.6 100% of core academic content teachers and paraprofessionals are HiQ. Documentation: 26.6 - Copy of the Highly Qualified Teacher and Paraprofessional. Annual Percentage Data Report (GaPSC HiQ Report) for 2013-2014 for FY14.

  41. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A Title I, Part A Requirement. 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. Documentation: 26.7 - Copy of current Payroll Report for Title I, Part A.

  42. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A Title I, Part A Requirement. 26.8 Evidence that Title I instructional paraprofessionals meet the ESEA hiring requirements. Documentation: 26.8 - Written procedures, personnel policy, and/or vacancy posting. Copy of GaPSC Paraprofessional Certificate for each Title I paraprofessional.

  43. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A A Requirement of Title I, 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.

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

  45. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A A Requirement of Title I, Part A as well. 26.10 Data is collected and reported verifying the highly qualified status of the teachers and paraprofessionals in each school.

  46. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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.

  47. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A A Requirement of Title I, Part A as well. 26.17 Class size reduction (CSR) teachers are highly qualified. 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. .

  48. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A A requirement of Title I, Part A as well. 26.21 All LEA charter school core academic teachers are highly qualified.

  49. Title I, Part A and Title II, Part A Program Requirements that are the Same Title I, Part A & Title II, Part A Documentation: 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.

  50. Title I, Part A and Title II, Part A Program Requirements that are the Same Title II, Part A Title I, Part A Required in Title I, Part A as well. All duties performed must be Title I allowable. 26.24 All personnel funded by Title II, Part A are performing duties allowable under Title II, Part A guidance. 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.

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