Workshop Part II: Subgrantee Monitoring Basics Victoria Rankin, Greta Colombi, and Alexandra WoodsNDTAC

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Workshop Agenda

• Brief Overview of Subgrantee Monitoring – What it is and why it is important

• Small Group Activity • Resources for Coordinators

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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.

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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).

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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.

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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)

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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.

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Steps for Offsite Monitoring Process

1. Set your offsite monitoring schedule.

2. Develop your tools/protocols.

3. Gather information/data.

4. Review information/data.

5. Respond to information/data provided.

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Checklist for Subgrantee Monitoring

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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

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Questions About Subgrantee Monitoring?

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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!

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Small Group Activity

• In small groups, discuss findings that wouldresult from your scenarios and explain why (seehandout)

• Choose someone to report out for your group

• Discussion