FY 20 Federal Grant Monitoring Process Titles I

FY 20 Federal Grant Monitoring Process: Titles I, II, and IV Federal Grant Programs Conference November 15, 2019

Webinar Agenda • • • FY 20: Continuation and Changes Timeline/logistics Resources on our website Monitoring procedures document Examples of specific requirements How to organize and submit materials Massachusetts Department of Elementary and Secondary Education 2

Continued for FY 20 • Tiered Focused Monitoring – overseen by Office of Public School Monitoring (review every 6 years) • Federal Grant Programs Office conducts monitoring for Titles I, IV on same 6 -year cycle • Titles I, IV monitoring is combined • Title III is still monitored by Public School Monitoring and Office of English Language Acquisition & Academic Achievement Massachusetts Department of Elementary and Secondary Education 3

New for FY 20 • Reduced maximum number of documents requested from 34 to 25 o No submission of Time and Effort records o No submission of grant expenditure documentation o No submission of Supplement, Not Supplant policies • Increased coordination within DESE to reduce monitoring redundancies and district burden • Differentiation of focus for “visit” districts Massachusetts Department of Elementary and Secondary Education 4

Monitoring Timeline • Districts notified October 16, 2019 in memo from Federal Grant Programs Office • All desk-based reviews, some districts will also get one-day site visit (to be scheduled by your reviewer) • Materials due January 10, 2020 • DESE reports out to districts in spring • Required follow-up due October 2020 (if there are findings) Massachusetts Department of Elementary and Secondary Education 5

Table Talk and Share • Have you experienced federal grant monitoring (or other types of monitoring) before? • What did you find challenging about the process? Anything beneficial come out of it? • What, if anything, are you concerned about with this particular review? • What, perhaps, are you excited about? Massachusetts Department of Elementary and Secondary Education 6

Monitoring Resources http: //www. doe. mass. edu/federalgrants/resources/monitoring/ Massachusetts Department of Elementary and Secondary Education 7

Monitoring Resources Massachusetts Department of Elementary and Secondary Education 8

Monitoring Procedures Document - Overview Table of Contents Massachusetts Department of Elementary and Secondary Education 9

Monitoring Procedures Document - Tabs Massachusetts Department of Elementary and Secondary Education 10

Monitoring Procedures Document – Examples of specific tabs Titles I, IIA, and IVA Massachusetts Department of Elementary and Secondary Education 11

Needs Assessment Procedure • • • District conducts annual needs assessment that includes student achievement data, input from stakeholders Needs assessment helps determine priorities and where to allocate resources, including federal grant funds Submit procedure that describes process, not the completed needs assessment report and supporting documentation and data May submit one district-wide needs assessment procedure, instead of separate per program Must include Title IV if allocation is greater than $30, 000 Massachusetts Department of Elementary and Secondary Education 12

Monitoring Procedures Document – Examples of specific tabs Titles I, IIA, and IVA Massachusetts Department of Elementary and Secondary Education 13

Offer of Consultation to Private Schools • Include participation offers received by all private schools listed in FY 20 consolidated grant application • Evidence must show that offer letter was received by private school Massachusetts Department of Elementary and Secondary Education 14

Offer of Consultation to Private Schools • May use certified mail receipt as proof • Or email with return receipt Massachusetts Department of Elementary and Secondary Education 15

Monitoring Procedures Document – Examples of specific tabs Title I Massachusetts Department of Elementary and Secondary Education 16

Documentation of Parent Outreach for Title I • For each Title I school, submit dated notice of Title I parent meeting for current school year • Provide limited sampling of evidence to show that required communication and training was provided to parents of Title I students: o o Meeting agendas Meeting sign-in sheets Workshop flyers Other documentation that helps parents understand the Title I program Massachusetts Department of Elementary and Secondary Education 17

Monitoring Procedures Document – Examples of specific tabs Title IIA Massachusetts Department of Elementary and Secondary Education 18

Targeting Title IIA funds – intentional procedure • Review district PD plan • Ensure process for prioritization of PD based on accountability rating and poverty percentage • Highlight where prioritization process is addressed • For non-PD related spending, provide support for priority/decision (e. g. , reference to DIP, SIP, strategic plan, etc. ) Massachusetts Department of Elementary and Secondary Education 19

Monitoring Procedures Document – Examples of specific tabs Title IVA Massachusetts Department of Elementary and Secondary Education 20

Measuring Outcomes for Title IV • Report on how Title IV funds are being used and the impact of activities from 2018 -19 school year (note: most documents requested are to be from present year) o Include description of data collected to evaluate effectiveness o Break-out spending by the three Title IV, Part A priority areas: (1) well-rounded education, (2) safe and healthy schools, and (3) improving the use of technology o Include how this information led to program improvements and changes o Note: applicable to <30 K allocations as well Massachusetts Department of Elementary and Secondary Education 21

Monitoring Procedures Document- Appendix A: Review Criteria • Criteria are based on statute governing programs (ESSA) • Evidence of compliance with criteria are your submitted documents (tabs) • You can review your compliance by checking criteria against your documentation Massachusetts Department of Elementary and Secondary Education 22

Monitoring Findings Report - Sample Massachusetts Department of Elementary and Secondary Education 23

Organize Materials by Tab • Store your materials on a flash drive o Materials are organized by tab and submitted together electronically o Contact info for the district is included in word doc o Duplicate copy is kept for district records Massachusetts Department of Elementary and Secondary Education 24

Organize Materials • The filenames must be clearly labeled by tab - create a folder for each tab and place related information inside each folder • Save your files in Microsoft Word, Excel or PDF format • Include a Microsoft Word file containing contact information • Preparation will likely involve scanning some documents and converting them to PDF Massachusetts Department of Elementary and Secondary Education 25

Submit Materials to DESE Mail your flash drive to: FY 20 Federal Grant Programs Monitoring ATTN: Colleen Holforty, Resource Allocation Strategy and Planning Massachusetts Department of Elementary and Secondary Education 75 Pleasant Street Malden, MA 02148 OR Drop off your flash drive in person at the front desk of the Massachusetts Department of Elementary and Secondary Education in Malden. Label ‘For Colleen Holforty’. Massachusetts Department of Elementary and Secondary Education 26

Quick Tips/Reminders • Date everything • If multiple Title I schools in district, make sure required documents are submitted for EACH Title I school • Read monitoring procedures manual carefully! • Use our sample documents and revise as needed Massachusetts Department of Elementary and Secondary Education 27

For More Information Website: www. doe. mass. edu/federalgrants/ Email: federalgrantprograms@doe. mass. edu Phone: 781 -338 -6230 Or contact your liaison: http: //www. doe. mass. edu/federalgrants/liaisons. xlsx Massachusetts Department of Elementary and Secondary Education 28