Focused Monitoring and Technical Assistance of
LEA Title I, Part A Programs:
Improving the Academic Achievement of the Disadvantaged
SY 2014-2015
PURPOSE
Monitoring the implementation of Federal programs and the use of Federal program funds is an essential function of the R.I. Department of Elementary and Secondary Education (RIDE). The Education Department General Administrative Regulations (EDGAR) at 34 CFR 80.40(a) requires the State Education Agency (SEA) to monitor sub-grant activities to ensure compliance with applicable Federal requirements. In addition to compliance with Federal requirements, the SEA must ensure that the instructional delivery program is of sufficient size, scope and quality to positively impact student achievement, and that the academically at-risk student population is the primary focus for the Title I program.
Monitoring supports the alignment of State and local efforts with the principles of No Child Left Behind (NCLB) Act of 2001. Monitoring provides local policy makers and educators with the data necessary to make educational improvements; and holds schools accountable for ensuring that all children have a fair, equal, and significant opportunity to obtain a high-quality education.
COMPONENTS OF MONITORING
Rhode Island’s Title I program monitoring process consists of four major components:
1. Annual Review of Program Design, Implementation and Expenditures – Through the Consolidated Resource Plan (CRP) process, Local Education Agencies (LEAs) must submit a budget and program description annually for approval. A Title I Education Specialist and a budget officer review each CRP to ensure that expenditures are allowable, reasonable and necessary; and that the Title I program is of sufficient size, scope and quality to positively impact student achievement.
2. Desktop Review – LEAs must submit required reports throughout the year to demonstrate compliance with the areas of comparability, annual ranking, student participation data, required reserves, school level allocations, and private school affirmations. Title I staff review these reports, and the CRP application, as part of a desktop review.
3. On-site Review – A visiting team performs on-site visits to LEAs to ensure compliance with the critical elements of Title I. The purpose of these on-site visits is to verify documentation for program elements and confirm understanding of the Title I program design and implementation to support the achievement of students with academic need.
4. Title I Clinics and Webinars – Title I clinics and webinars are provided throughout the school year. The clinics are designed to deliver technical assistance and support to LEAs in topic areas that address effective program design, implementation, and evaluation.
SELECTION
The RIDE Title I program utilizes a differentiated model for on-site monitoring. The criteria considered in selecting an LEA for on-site monitoring includes:
· Size of the district allocation;
· Date of last Title I monitoring;
· Presence of priority, focus or warning schools;
· Experience of district Title I Coordinator.
Additionally, RIDE reserves the right to select an LEA for an on-site visit based on the review of student achievement data, Title I program reports, and other sources of data related to LEA performance.
DIFFERENTIATED MONITORING PROCESS
1. Throughout the year, the SEA will provide a series of technical assistance sessions to LEA Title I Coordinators. The purpose of each session will be to review and discuss a specific critical element of the Title I program. Coordinators will apply information from each session to review and update their local Title I programs, build documentation, and prepare for on-site monitoring.
2. The SEA will follow-up with focused monitoring for each program element approximately four to six weeks after each technical assistance session takes place. Focused monitoring will consist of an on-site monitoring review of the program element, as well as a desktop review of the CRP and selected reports, as appropriate.
3. The SEA may request pre-site documents to facilitate the review prior to the monitoring visit. This will assist RIDE Title I team members in identifying potential issues and developing clarifying questions prior to the on-site visit; to help ensure a focused and productive use of time during the on-site monitoring.
4. The LEA is encouraged to prepare on-site materials for each of the critical elements included in the monitoring tool provided. The materials will be reviewed on-site and maintained on file at the LEA. In most instances, the on-site documentation will not be collected by the RIDE.
5. The on-site visits will include:
Ø Time for visiting team members to review documentation of critical program elements as identified on the monitoring tool;
Ø Time for the visiting team to interview the LEA Title I Coordinator, and other LEA staff as appropriate;
Ø A meeting with Title I School Principal(s) and staff, as appropriate, for the purposes of discussing program implementation at the school level;
Ø A meeting with parents of Title I students to review their understanding of, and participation in, the Title I program; and
Ø Time at the end of each visit for the visiting team to provide feedback to the LEA on the status of the program element that was just reviewed.
REPORTS AND FOLLOW-UP
Midway through the monitoring cycle, the visiting team will prepare a preliminary monitoring report for the critical elements that have thus far been reviewed on-site. The preliminary report will identify potential areas of non-compliance that may become findings if not addressed prior to the conclusion of the on-site visits. The visiting team may also issue findings in the event of serious non-compliance concerns that must be immediately addressed by the LEA.
A preliminary draft of the final monitoring report will be sent to the Title I Coordinator within twenty-one calendar days of the conclusion of the on-site visits. This draft report will identify areas of non-compliance, actions necessary to correct any findings, and recommendations for improvement. The LEA will have fourteen calendar days to review the draft report, seek clarification on any content, or rebut any findings by providing additional documentation.
Upon receipt of the LEA’s response to the draft report, a final monitoring report will be issued by the department within fourteen calendar days and sent to the Superintendent and Title I Coordinator. The final report will include areas of non-compliance, actions necessary to correct any findings, and recommendations for improvement.
The LEA must comply with identified actions necessary to correct any findings within timelines identified in the final report. Title I staff will establish a reporting schedule that may, at RIDE’s discretion, involve follow-up visits to the LEA to verify that the findings have been corrected.
All final reports are public record and available for public review.
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References:
Department of Education; Student Achievement and School Accountability Programs (SASA); Monitoring Plan for Formula Grant Programs for October 1, 2010 to September 30, 2011
Education Department General Administrative Regulations (EDGAR); 34 CFR Part (80.40)
R.I. Department of Education1October 2014