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Workshop Part II: Subgrantee Monitoring Basics

Workshop Part II: Subgrantee Monitoring Basics Victoria Rankin, Greta Colombi , and Alexandra Woods NDTAC. Workshop Agenda. Brief Overview of S ubgrantee M onitoring What it is and why it is important Small G roup A ctivity Resources for Coordinators. What Is Monitoring Review?.

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Workshop Part II: Subgrantee Monitoring Basics

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  1. Workshop Part II: SubgranteeMonitoring Basics Victoria Rankin, Greta Colombi, and Alexandra Woods NDTAC

  2. Workshop Agenda • Brief Overview of Subgrantee Monitoring • What it is and why it is important • Small Group Activity • Resources for Coordinators

  3. What Is Monitoring Review? • Program monitoring involves the regular and systematic examination of program implementa-tion and administration. • Monitoring of Title I, Part D (Part D)-funded programs is conducted to ensure compliance with applicable State and Federal laws.

  4. Where Does Monitoring Occur? Monitoring reviews occur at three levels: • The U.S. Department of Education (ED) monitors SEAs that receive funds (Federal monitoring). • SEAs monitor their SA and LEA subgrantees (subgrantee monitoring). • SA and LEA subgrantees monitor the facilities and programs to which they allocate funds (facility monitoring).

  5. Subgrantee Monitoring Review • Per the Federal statute and regulations, State educational agencies (SEAs) represented by State coordinators are required to: • Monitor State agency (SA) and local educational agency (LEA) subgrantees’ implementation of Title I, Part D (Part D)-funded programs. • Implement a monitoring process that involves conducting reviews on a set schedule and developing related monitoring protocols and tools. • In turn, SAs and LEAs are responsible for monitoring the facilities and programs to which they allocate funds.

  6. Conducting Subgrantee Monitoring Reviews • Coordinators often conduct monitoring through: • Offsite review • Review documents (e.g., desktop review) • Administer self-assessment • Onsite review • Review documents • Interview SAs, LEAs (if SEA administers Subpart 2), and facilities • Conduct onsite reviews at facilities (e.g., classroom observations)

  7. Conducting Offsite Monitoring • Two primary methods: • Desktop monitoring • SEA requests information/data, subgrantees submit, and SEA determines compliance. • Self-assessment • Subgrantees complete and inform SEA of compliance.

  8. Steps for Offsite Monitoring Process • Set your offsite monitoring schedule. • Develop your tools/protocols. • Gather information/data. • Review information/data. • Respond to information/data provided.

  9. Checklist for Subgrantee Monitoring

  10. Subgrantee Monitoring Challenges • Onsite monitoring reviews tend to be short and infrequent. • Staff turnover tends to be high. • Title I, Part D, requirements can be challenging to understand. • Offsite monitoring is often necessary, but can be challenging without effective communication and tools that help to • Coordinate the receipt of appropriate materials • Coordinate between your team of reviewers • Address issues as they arise

  11. Questions About Subgrantee Monitoring? ?

  12. Resources for Coordinators • NDTAC’s Guide to Meeting Compliance Requirements for the Title I, Part D, Program (http://www.neglected-delinquent.org/nd/topics/index2.php?id=6) • ND Communities’ Monitoring and Compliance topic page for examples of subgrantee monitoring forms and protocols http://www.ndcommunities.org/index.php/ta-topics-resources-revised/monitoring-compliance/#subgrantee) • Your NDTAC State Liaison!

  13. Small Group Activity • In small groups, discuss findings that would result from your scenarios and explain why (see handout) • Choose someone to report out for your group • Discussion

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