Pennsylvania

1
Pennsylvania

• Subgrantee Monitoring

Joseph R Hiznay Program Consultant Pennsylvania
Department of Education November 16, 2005
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Types of Facilities

• 143 Neglected Institutions
• 3 Adult Correctional Facilities
• 5 Juvenile Correctional Facilities
• 170 Delinquent Institutions

• Private or County operated
• - LEA regulated
• State operated
• - SEA regulated
• State operated
• - SEA regulated
• Private or County operated
• - LEA regulated

3
Frequency Selection

• Once in a three year cycle
• Minimum
• Rotating basis
• The two monitors each have a database where we
  track our visits

4
Monitoring Protocols

• Initial Contact
• LEA
• Institution
• Time of Visit
• School year
• After school
• Summer Only
• Length of Visit

5
Protocals (cont)

• The Monitoring Instrument
• Program Requirements
• Fiscal Requirements
• Data Collection/Documentation Federal Reports
• Comments/Concerns

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Monitoring Instrument (cont)

• Program Requirements
• The institutions license or legal documentation
  for existence has been verified.
• The caseload data at the institution on PDE-3048
  Survey of Children in Local Institutions has
  been reviewed and verified.
• The institution has standards and assessment
  provisions which impact on the ability of
  students to maintain and improve educational
  achievement. Section 1431(a)(1)
• The application narrative accurately describes
  the institutional program. Section 1423(1)
• The institution has evidence that coordination
  exists between the LEA and the institution.
  Section 1423(2)(A)(B)

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Monitoring Instrument (cont)

• Fiscal Requirements
• The LEA began obligating funds after program
  approval date. EDGAR 76.707, 76.708
• The LEA is utilizing funds for allowable
  activities. OMB Circular A-87
• The LEA is expending funds on activities that
  correspond with what is outlined in the Title
  I/Part D application. OMB Circular A-87
• The LEA expenditures are within 20 of the
  budgeted amount(s) in each function.
• The LEA is charging appropriate fringe benefit
  rates against salaries. EDGAR 76.566 (If no
  fringe benefits charged, N/A)
• The LEA applied the appropriate indirect cost
  rate to the program. EDGAR 76.560,76.561 (If no
  Indirect Cost charge, N/A)

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Monitoring Instrument (cont)

• Data Collection/Documentation Federal Reports
• The LEA maintains an updated equipment list
  indicating model number, date of purchase,
  funding source, serial number, and purchase
  price. EDGAR 80.32(d)(1) (If no equipment EVER
  purchased, N/A)
• The LEA conducts a physical inventory of all
  equipment at least once every two years. EDGAR
  80.32(d) (If no equipment EVER purchased, N/A)

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Monitoring Instrument (cont)

• Data Collection (cont)
• The LEA maintains time documentation
  logs/schedules for Title I/Part D prorated staff
  indicating the amount of time spent on Title
  I/Part D activities. OMB Circular A-87 (If no
  Pro-Rated staff, N/A)
• The LEA has procedures in place to ensure that
  time documentation logs are signed and dated by
  appropriate supervisor at least monthly. OMB
  Circular A-87 (If no Pro-Rated staff, N/A)
• The LEA charges salaries and benefits to Title
  I/Part D in the same proportion as time
  documentation records indicate. OMB Circular
  A-87 (If no Pro-Rated staff, N/A)

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Monitoring Instrument (cont)

• Data Collection (cont)
• The LEA has submitted quarterly reports to PDE in
  a timely fashion. EDGAR 76.730
• The LEA maintains Title I/Part D records for six
  years. EDGAR 80.42(b)(1)
• Comments/Concerns
• Program Requirements
• Fiscal Requirements
• Data Collection/Documentation Federal Reports

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Barriers Preparation

• Barriers
• Differences between LEA Title I programs ND
  Title I programs
• Frequency of staff turnover
• Preparation
• On-going trainings
• Accessibility to monitors
• The ND Advisory Committee