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Virginia Department of Education
Federal Program Monitoring for Title I, Part A; Title I, Part D;
Title III, Part A; and Title X, Part C
October 16, 2014
2014-2015 Federal Program Monitoring Schedule
Accomack County Fairfax County Loudoun County Prince Edward CountyAlbemarle County (Part C only) Fauquier County Lunenburg County Pulaski County
Alexandria City Franklin City Martinsville City Richmond City
Amherst County Fredericksburg City Newport News City Roanoke City
Brunswick County Galax City Norfolk City Smyth County
Buchanan County Greene County Northampton County Spotsylvania County
Buckingham County Greensville County Northumberland County Staunton City
Buena Vista City Harrisonburg City Nottoway County Tazewell County
Charles City County Henrico County Orange County Warren CountyChesapeake City (Title III Only) Henry County Petersburg City Waynesboro City
Colonial Beach City Hopewell City Pittsylvania County Westmoreland County
Danville City King George County Powhatan County Winchester City
Purpose of Federal Program Monitoring
Location of the Federal Program Monitoring Protocol
Federal Program Monitoring Web site
http://www.doe.virginia.gov/federal_programs
/esea/federal_monitoring/index.shtml
VDOE Website
ESEA Flexibility
Based on the June 29, 2012, U.S. Department of Education approval of Virginia’s request for flexibility under the ESEA, the VDOE revised the monitoring document in 2013-2014 to reflect certain programmatic provisions where applicable.
2014-2015 Federal Program Monitoring (FPM) Protocol
The FPM protocol focus areas include the following:
1. Standards, Assessment, and Accountability2. Instructional Support3. Fiduciary
FPM Protocol Design
Instructional Support2.2 The SEA has established a statewide system of intensive and
sustained improvement and support that provides, or provides for, technical assistance to LEAs and schools as required. [§1117; 34 CFR Part 200 §200.40]
Guiding Questions
Acceptable LEA Evidence
Probing Questions
LEA Response Is sufficient documentation provided?
2.2a Yes No N/A
Comments:
Yes No N/A
Comments:
FPM Logistics
• Monitoring will take place between January 2015 and March 2015.
• VDOE staff will contact divisions to schedule the monitoring.
• Monitoring for Title I, Part A, Title I, Part D, and Title III, Part A, will be conducted by staff from the Office of Program Administration and Accountability.
• Title X, Part C, monitoring will be conducted by the state coordinator for the McKinney-Vento Homeless Education Program.
FPM Logistics
Following the monitoring, school divisions will receive a letter indicating whether the division was in full compliance, or whether there are areas of noncompliance.
Preparation for FPM Phase 1: Before the Monitoring
• Prepare responses to guiding and probing questions.
• Gather electronic or hard copy evidence for each indicator.
Preparation for FPM Phase 2: On-site Procedures
• Develop a schedule for the monitoring if more than one division representative needs to be on-site for the interview.
• Provide a location for state- and division-level representatives to meet.
Sample Schedule (On-Site)• 8 a.m. – 8:15 a.m. Welcome and opening remarks by division representative(s)
• 8:15 a.m. – 8:30 a.m. Overview of the monitoring process by VDOE staff
• 8:30 a.m. – Noon VDOE interview with Title I, Part A, division representatives
• Noon – 12:30 p.m. Lunch
• 12:30 p.m. – 4 p.m. VDOE interview with appropriate division representative(s) for
remaining programs, if applicable.
Sample Schedule (Virtual)• 8 a.m. – 8:15 a.m. Welcome and opening remarks by division representative(s)
• 8:15 a.m. – 8:30 a.m. Overview of the monitoring process by VDOE staff
• 8:30 a.m. – Noon VDOE interview with Title I, Part A, division representatives
• Noon – 12:30 p.m. Lunch
• 12:30 p.m. – 4 p.m. VDOE interview with appropriate division representative(s) for
remaining programs, if applicable.
Preparation for FPM Phase 3: Follow Up
• Review of information will be completed by individual program area.
• Provide documentation as requested by VDOE staff.
2014-2015 FPM Revisions
Title I, Part A
Improving Basic Programs Operated by
Local Educational Agencies
Title I, Part A, FPM
Revisions include the following:• Shaded questions do not require a response
Note: a response is required for question 2.4e, under Section 2.4
• Questions regarding the use of Title I, Part A, funds for Priority and Focus schools are included• An additional column, LEA Response, has been
added so that LEAs can record responses to each question
Title I, Part A, Monitoring On-site
Buchanan County Harrisonburg City Pittsylvania County
Buckingham County Henrico County Prince Edward County
Charles City County King George County Richmond City
Colonial Beach City Lunenburg County Roanoke City
Danville City Newport News City Staunton City
Franklin City Norfolk City Tazewell County
Fredericksburg City Northumberland County Warren County
Greensville County Petersburg City Waynesboro City
Title I, Part A, Monitoring Virtual
Accomack County Greene County Powhatan County
Alexandria City Henry County Pulaski County
Amherst County Hopewell County Smyth County
Brunswick County Loudoun County Spotsylvania County
Buena Vista City Martinsville City Westmoreland County
Fairfax County Northampton County Winchester City
Fauquier County Nottoway County
Galax City Orange County
Title I, Part A, Virtual Monitoring continued
• All documentation will be collected electronically and will be submitted to the assigned monitor to PAA before the online monitoring
• Online monitoring will be conducted via webinar
Title I, Part A, Monitoring
• PAA will host a webinar for divisions participating in Title I, Part A, monitoring
• Webinar be held on Thursday, October 30, 2014, at 10:00 pm
• Log-in information is provided on Title I University schedule
• The protocol will be reviewed• Tips for Success will be shared
2014-2015 FPM Revisions
Title III, Part ALanguage Instruction for
Limited English Proficient and Immigrant Students
Identification, Screening and Placement
Be prepared to discuss:
The procedures and practices that have been implemented to ensure the appropriate identification, screening, and placement of English language learners (ELLs) in programs and services to help them acquire English proficiency and meet the same academic contentstandards as all students are expected to meet.
Curriculum and Instruction for ELLs
Be prepared to discuss:
The procedures and practices that have been implemented to ensure that an effective language
instruction program is provided to ELLs which allows them meaningful access to the same academic curriculum and educational opportunities available to all students.
Implementation of the English language development (ELD) standards
How the division ensures that ELLs have access to the core curriculum
How the division ensures the success of ELLs in the core curriculum
Assessment of ELLs
Be prepared to discuss:
Procedures for administering the ACCESS for ELLs® and the Standards of Learning assessments to ELLs
Procedures to ensure that accommodations are provided to ELLs on state assessments
Procedures to ensure that all LEP student information, in particular the State Testing Identifier (STI), is accurate in the division level ACCESS for ELLs and/or Alternate ACCESS for ELLs data
Title III AccountabilityBe prepared to discuss:
Procedures used to • effectively identify students who may be eligible to receive ESL
services • assess the English language proficiency (ELP) of identified
students and place them in an appropriate language instruction programs
• provide appropriate services to identified LEP students not receiving ESL services
Process for exiting students from ESL services (ELP Level 6) Process for monitoring ELP Level 6 students to ensure that they
are continuing to make academic progress
Title III Accountability (continued)
Be prepared to discuss:
The process by which the division is held accountable for meeting the Title III Annual Measurable Achievement Objectives (AMAOs)
The Title III improvement plan, if the division has not met any of the Title III AMAOs for at least two consecutive years
The procedures to collect and record accurate data to meet all Title III reporting requirements
Title III Local PlansBe prepared to discuss:
The process for developing the school division local plan for Title III to include the stakeholders involved in the planning process (the plan is submitted through the Title III application)
That the local plan includes the components provided in sections 3116 and 3121 of the ESEA and outlined in the Title III application guidelines
Title III Private School Participation
Be prepared to discuss:
How the division ensures it is in compliance with ESEA requirements regarding participation of ELLs, teachers, or other educational personnel in private schools in areas served by the subgrantee
Title III Parental Participation and Outreach
Be prepared to discuss:
The procedures for implementing the parental notification requirements under Title III
How the division ensures opportunities for the participation of the parents of ELLs in their children’s education
Title III Fiduciary
Be prepared to discuss:
How the division ensures that Title III funds are used for required and authorized activities
Supplement, Not Supplant Provisions How the division ensures that it is not using Title III
funds to provide services that it is required to make available under local, state, or other federal laws
How the division ensures that it is not using Title III funds to provide services that it provided in the prior year with local, state, or other federal funds
Title IIIImmigrant and Youth
Be prepared to discuss (if applicable):
Instructional programs and services that are specifically designed to assist immigrant students to achieve academic success and adjust to the U.S. school system
Procedures for ensuring that immigrant students are designated in the division student record system
Divisions that have not accepted Title III funds or do not have ELLs
Must still meet federal civil rights requirements Must still meet federal civil rights requirements
regarding the education of ELLsregarding the education of ELLs
Be prepared to discuss: The identification, screening, and placement process that is in
place for all incoming students The process for ensuring that division personnel are familiar
with the WIDA ELD standards The process for ensuring that ELLs are provided meaningful
access to the same curriculum as all students The process for ensuring that ELLs are provided core language
instruction so that they may attain English proficiency
Divisions that have not accepted Title III funds or do not have ELLs (continued)
Must still meet federal civil rights requirements Must still meet federal civil rights requirements
regarding the education of ELLsregarding the education of ELLs
Be prepared to discuss: The procedures for ensuring that identified limited English
proficient (LEP) students are:o designated as LEP in the division student record systemo included in the Virginia assessment program to include the
Standards of Learning (SOL) and the ACCESS for ELLs assessments
The process for monitoring the academic success of formerly LEP students for two years once they have met the ELP proficiency criteria
2014-2015 Federal Program Monitoring Schedule
Title III: On-Site
Accomack County Henrico County Richmond City
Alexandria City Henry County Roanoke City
Charles City County Loudoun County Spotsylvania County
Chesapeake City Martinsville City Staunton City
Fairfax County Newport News City Warren County
Fredericksburg City Norfolk City Waynesboro City
Galax City Northampton County Westmoreland County
Greene County Petersburg City Winchester City
Harrisonburg City Prince Edward County
2014-2015 Federal Program Monitoring Schedule
Title III: Virtual
Amherst County Fauquier County Nottoway County
Brunswick County Franklin City Orange County
Buchanan County Greensville County Pittsylvania County
Buckingham County Hopewell City Powhatan County
Buena Vista City King George County Pulaski County
Colonial Beach City Lunenburg County Smyth County
Danville City Northumberland County Tazewell County
Title IIIOnline Monitoring continued
• Same questions in protocol as for on-site audits; an additional column, LEA Response has been added so that LEAs can record responses to each question
• All documentation will be collected electronically and will be submitted to assigned monitor before the online monitoring
• Online monitoring will be conducted via webinar
Title IIIOnline Monitoring continued
• PAA will host a webinar specifically for the divisions that will participate in online monitoring
• Webinar will be held on Tuesday, November 4, 2014, at 2 pm
• A model for electronic evidence submission will be provided
• The online protocol will be reviewed• Webinar invitations will be sent to
coordinators following this presentation
Questions?
Contact InformationChris McLaughlinPrimary Contact
Federal Program [email protected]
Phone: (804) 225-2901 Fax: (804) 371-7347
Lynn Sodat, Ph. D.Title I, Part A
Improving Basic Programs Operated by Local Educational Agencies
Lynn. [email protected]: (804) 371-2934 Fax: (804) 371-7347
Contact Information Diane Jay
Title I, Part DPrevention and Intervention Programs for Children and Youth who are
Neglected, Delinquent, or [email protected]
Phone: (804) 225-2905 Fax: (804) 371-7347
Stacy Freeman
Title III, Part ALanguage Instruction for Limited English Proficient and Immigrant Students
[email protected] Phone: (804) 371-0778 Fax: (804) 371-7347
Contact Information
Patricia A. Popp, Ph.D.Title X, Part C
McKinney-Vento Homeless Education [email protected]
Phone: (757) 221-7776 Fax: (757) 221-5300
