Title I Audit Compliance FollowUp

1
Title I Audit Compliance Follow-Up

• A training presented by the
• Department of NCLB/Federal Grants

2
Objectives

• Review newly implemented audit procedures
• Provide technical assistance to schools regarding
  State Work Papers
• Practice answering typical audit-like questions
• Assist Title I contacts with their role in
  preparing schools for a State audit

3
Monthly Audit Procedures
Completing Checklist

• Locate checklist on NCLB/Audit Compliance website
• Select correct checklist for month and type of
  school
• Use N/A when it does not apply to school for that
  month
• Use NO when it does apply to school, but
  documentation is not in audit files

4
Monthly Audit Procedures
Submitting Checklist

• Submit by clicking Submit by Email button and
  print a copy
• Select Desktop Application if computer is set up
  for Outlook
• If unable to submit automatically, save file and
  send as an attachment to Amy Barningham
• Email confirmation will be sent upon receipt of
  checklist
• Items indicated as YES on checklist should be
  readily available in the appropriate color folder
  in the audit box at any given time

5
Monthly Audit Procedures
Looking Ahead

• Key items for November include SIP/SWP, Family
  Involvement requirements, HQ list
• Key items for December include paraprofessional
  documentation and SES students
• Key items for January include Attestation Letter,
  tutorial documentation, coaches documentation
• Breeze presentation for February-May requirements

6
Monthly Audit Procedures
Looking Ahead

• Changes to monthly checklist
• Split-Funded Logs Highly Qualified Notification
• P-Cards
• Remember to check newsletter on main page of NCLB
  website for updates Super Sleuth
• Use the resources under the Audit Compliance tab
  to assist with questions
• Submit follow-up form (part I) by December 5 with
  required documentation to Amy Barningham

7
Preparing for an Audit
Types of Audits

• Program
• Financial
• KPMG, State, and Federal

• State audit schedule in the fall of 2010

8
Preparing for an Audit
Needs Assessment and State Work Papers

• Needs Assessment
• Family Involvement
• LEA technical assistance for Comprehensive Needs
  Assessment (CNA)
• LEA technical assistance for development of
  SIP/SWP and SINI plans
• Highly Qualified personnel
• 2008-2009 State Work Papers

9
Preparing for an Audit
State Work Papers and NCLB Law

• 11 Areas of Compliance
• District responsible for all 11 areas
• Schools respond to 8 areas
• Emphasis on (A) Needs Assessment, (F)
  School Improvement and (K) Parental Involvement

10
Needs Assessment, Program Planning and Evaluation

• Compliance Item AIA-2 The Local Educational
  Agency (LEA) must use assessments to
• assist in diagnosis, teaching, and learning in
  the classroom to enable low-achieving students to
  meet the state academic achievement standards
• determine what revisions are needed to the Title
  I program and
• identify students who may be at risk of reading
  failure.
• School Level Questions
• How did the school use the results of academic
  assessments to improve instruction and the
  educational program?
• How were decisions made regarding changes to
  instruction and the educational program?

11
Needs Assessment, Program Planning and Evaluation

• Responses
• We use a variety of testing results to help us
  plan instruction to meet the needs of our
  students. Not only do we use FCAT results, we
  use diagnostic, DIEBELS, and even classroom
  testing. Our District has a comprehensive tool
  called EDW (Educational Data Warehouse) which
  provides numerous data reports. In our Learning
  Team Meetings, we usually dissect the data to
  plan instruction to meet the needs of all of our
  students.
• We make decisions as a grade level team with the
  guidance of our Reading and Math Coaches and our
  Learning Team Facilitator. In addition, our
  school uses data to drive the professional
  development. If our students are struggling in
  Number Sense, we look for research-based PD that
  will assist teachers with the instruction in this
  area.

12
Needs Assessment, Program Planning and Evaluation

• Compliance Item AIA-4 The Local Educational
  Agency (LEA) must ensure that schoolwide programs
  conduct a comprehensive needs assessment (CNA) of
  the entire school, including taking into account
  the needs of migratory children, which is based
  on student achievement related to the state
  academic content standards and the state academic
  achievement standards.
• School Level Questions
• Describe the technical assistance or guidance
  that the LEA provided in regards to conducting a
  CNA for the school.
• What information was used in the CNA?
• What kind of technical assistance was provided
  regarding the development of the schoolwide plan?

13
Needs Assessment, Program Planning and Evaluation

• Responses
• Research and Evaluation has created the
  Educational Data Warehouse where we can assess
  data to assist us in determining our students
  weaknesses. Marc Baron, the Director, has trained
  administrators regarding the types of reports
  available and how to interpret the data. Our
  Restructuring Team helps us determine targets
  based on the data. In addition, we have a
  Learning Team Facilitator who meets with teachers
  and our administrators to assist us in
  determining our needs and how to reach
  proficiency.
• We use AYP reports and FCAT scores to complete
  our initial assessment. Throughout the year we us
  District SSS Diagnostics, SRI, and DIEBELS to
  analyze our students academic needs.
• My Principal and the SAC Chairperson attended a
  workshop presented by the School Improvement
  Department. We also used the departments
  website. Our Title I Specialist assisted us in
  being sure we included the components and
  elements. Both the School Improvement and Title I
  offices did a review of our plan and gave us
  feedback to assist us with making our plan
  compliant with the law.

14
Needs Assessment, Program Planning and Evaluation

• Compliance Item AIA-5 The Local Educational
  Agency (LEA) must ensure that schoolwide program
  plans describe how
• the school will implement the ten (10) components
  of the plan
• resources are used from Title I and other
  sources and
• schools will provide academic achievement results
  to parents in a language they can understand.
• School Level Questions
• What fiscal resources were used to support
  implementation of the schoolwide plans?
• How were parents notified of academic achievement
  results? Were these results provided in a
  language understandable to parents?

15
Needs Assessment, Program Planning and Evaluation

• Responses
• We have our Title I and School Improvement
  funds. We also received a grant from the PEW
  Foundation. Since we went up a letter grade we
  also had some A monies that we used to support
  our programs.
• The parents received a copy of their childs
  FCAT test scores at the end of the school year
  last year. At our parent conferences we discussed
  their childs SSS diagnostic results. The
  students report card (elementary) indicates
  whether a student is performing on or above grade
  level, less than one year below grade level, or
  more than a year below on or above. Parents
  receive report cards three times a year for their
  elementary students. We also send home SRI
  results which indicates the reading level of the
  students. The FCAT results and report are
  distributed in a language the parents can
  understand.

16
Needs Assessment, Program Planning and Evaluation

• Compliance Item AIA-6 The Local Educational
  Agency (LEA) must ensure that schools operating
  schoolwide programs annually evaluate the
  implementation of, and results achieved by,
  schoolwide program schools to determine whether
  the program was effective in increasing the
  achievement of students and use the results to
  revise the schoolwide plan, if necessary.
• School Level Questions
• Describe the technical assistance or guidance
  provided by the LEA regarding the evaluation of
  your schoolwide program.
• When were evaluations of schoolwide programs
  conducted?
• What data were used in your evaluation?
• How were the results used?

17
Needs Assessment, Program Planning and Evaluation

• Responses
• We use our test data, provided by the District,
  to help us determine if our strategies are
  improving student achievement. The District
  surveys teachers and parents to determine how
  well schools are doing. In addition, the
  District website has a host of many support
  documents that assist us with monitoring our
  plan.
• We monitor our SIP/SWP throughout the year
  during SAC meetings. We also address our plan
  during Learning Team Meetings.
• We use AYP reports and FCAT scores to complete
  our initial assessment. Throughout the year we us
  District SSS Diagnostics, SRI, and DIEBELS to
  analyze our students academic needs.
• We use the results to determine our needs and
  modify our strategies to improve student
  achievement. Ineffective strategies are removed
  and successful ones are tweaked. We then plan
  professional development opportunities to support
  the strategies.

18
Areas Addressed Another Time

• (B) Activities- Staff Interview
• (F) School Improvement May Meeting
• (H) Reporting Outcomes May Meeting
• (I) Programmatic Use of Funds Staff Interview
• (J) Budget Staff Interview

19
Break Time

• Take a breather.
• We start in 10 minutes.

20
Parental Involvement

• Its Your Turn Group Activity
• Break up into teams. Each team will be assigned
  a compliance item.
• Use the chart paper to answer each question
  supporting your compliance item.
• Be prepared to share compliance and responses to
  question with entire group.
• Use 20 minutes to complete activity.

21
Parental Involvement

• Compliance Item KIA-1 The Local Educational
  Agency (LEA) must
• reserve at least one (1) percent of its Title I
  allocation for parental involvement activities,
  unless the amount would be less than 5,000
• involve parents of children in Title I schools in
  decisions regarding how the set-aside is
  allotted
• determine and reserve an equitable portion to
  provide services to parents of eligible private
  school students and
• distribute at least 95 percent of the 1 percent
  of the remainder to its Title I schools for
  parental involvement.
• Parent Questions
• How has the one (1) percent set-aside for
  parental involvement been used?
• How were you involved in decisions on allocations?

22
Parental Involvement

• Compliance Item KIA-2 The Local Educational
  Agency (LEA) must develop a written parental
  involvement policy/plan that describes how the
  LEA shall
• involve parents in the joint development of the
  policy/plan and the process of school review and
  improvement
• provide the coordination and technical assistance
  necessary to plan and implement effective
  parental involvement activities
• build the schools and parents capacity for
  strong parental involvement
• coordinate and integrate parental involvement
  strategies with other federal programs and
• involve parents in the activities and ensure that
  policy/plan was distributed to parents of
  participating children.
• LEA and School Level Questions
• How was the parental involvement policy/plan
  developed? How were decisions made on activities
  to be implemented?
• How did the LEA distribute its parental
  involvement policy/plan to parents, schools, and
  the community?
• What role did the LEA and school play in the
  implementation of the components described in the
  parental involvement policy/plan?
• Parent (including LEP parents) Questions
• Are you aware of the LEAs parental involvement
  policy/plan? Have you received a copy of the
  LEAs parental involvement policy/plan? When?
• What role did you play in the development of the
  components described in LEAs parental
  involvement policy/plan?

23
Parental Involvement

• Compliance Item KIA-3 The Local Educational
  Agency (LEA) must ensure that each Title I school
  has a written parental involvement policy/plan
  that (A) was jointly developed and agreed upon
  with parents (B) is updated periodically and
  (C) is distributed to parents of Title I students
  and made available to the local community.
  Parents shall be notified of the policy in an
  understandable and uniform format and, to the
  extent practicable, in a language the parents can
  understand. Such policy shall include the
  components as described in Section 1118(b-f).
• School Level Questions
• What prompted the revisions of the school
  parental involvement policy/plan? When was it
  last revised?
• How did the school provide copies of the parental
  involvement policy/plan to parents?
• How and when was the school parental involvement
  policy/plan distributed to parents? the
  community?
• What role did parents play in the development and
  revision of the school parental involvement
  policy/plan?
• Parent Questions
• Did you have access to or receive a copy of your
  childs school parental involvement policy/plan?
  If Yes, when?
• Did you understand your rights based on the
  parental involvement policy/plan?
• Was the parental involvement policy/plan in a
  format and language that you understood?
• Did you have opportunities for input?

24
Parental Involvement

• Compliance Item KIA-4 The Local Educational
  Agency (LEA) must ensure that Title I schools
• convene an annual meeting
• offer a flexible number of meetings
• involve parents, in an organized, ongoing, and
  timely way, in the planning, review, and
  improvement of the programs and
• provide parents with timely information about
  programs, a description of curriculum, forms of
  academic assessment used to measure student
  progress, expected proficiency students are
  expected to meet, and, if requested by parents,
  opportunities to provide input on their childs
  education.
• School Level Questions
• How did parents learn about the standards their
  children are expected to achieve?
• How did parents learn about the assessments their
  children are expected to take and the
  implications of assessment results?
• How were parents involved in the planning,
  review, and revisions to schoolwide programs?
• Parent Questions
• What kinds of activities did you participate in
  this year at your school?
• Do you know what the Title I program is?
• Can you explain the achievement standards/levels
  your child is expected to attain?
• Can you explain the assessments that are given at
  your school?

25
Parental Involvement

• Compliance Item KIA-5 The Local Educational
  Agency (LEA) must ensure that Title I schools
  implement the written parental involvement
  policy/plan, including parental involvement
  activities that build the capacity of parents to
  improve their students academic achievement.
• School Level Questions
• What kinds of building capacity activities were
  offered to parents?
• How did these activities support student
  achievement?
• Parent Questions
• What kinds of activities were provided to you to
  help improve the academic achievement of your
  child?
• When were these activities offered?
• How were you notified of these activities?

26
Parental Involvement

• Compliance Item KIA-6 The Local Educational
  Agency (LEA) must ensure that each participating
  school has jointly developed a school-parent
  compact with the parents of participating
  students that
• describes the schools responsibility to provide
  high quality curriculum and instruction in a
  supportive and effective learning environment
• addresses the importance of ongoing communication
  between teachers and parents and
• describes the ways in which each parent will be
  responsible for supporting their childs
  learning.
• School Level Questions
• Who was involved in the development of the
  compacts?
• When and how were these compacts developed and/or
  revised?
• How are the compacts used?
• When and how often are the compacts used?
• Parent Questions
• Can you describe the school-parent compact?
• How were you notified of the compact?

27
Parental Involvement

• Compliance Item KIA-7 The Local Educational
  Agency (LEA) and schools must inform parents of
  the existence of Parent Information and Resource
  Center(s) (PIRC), if such a center exists in the
  geographic region.
• Parent Questions
• Can you tell me about the state PIRC?
• Have you ever participated in any activities
  sponsored by the PIRC? If, Yes, which ones?

28
Parental Involvement

• Compliance Item KIA-8 The Local Educational
  Agency (LEA) must
• conduct with parents an annual evaluation of the
  content and effectiveness of the LEA's parental
  involvement policy/plan in improving the academic
  quality of schools funded under this part and
  identifying barriers to greater participation by
  parents in authorized activities
• use the findings to design more effective
  strategies and
• revise the parental involvement policy/plan, if
  necessary.
• School Level Questions
• Describe the procedures for the annual evaluation
  of the school parental involvement policy/plan.
  How were parents involved in the evaluation?
• How and when were decisions made regarding
  revisions to the policy/plan?
• What evidence is there that shows parental
  involvement activities resulting in improved
  learning for students and parents?
• Parent Questions
• Describe how the parental involvement policy/plan
  was evaluated?
• Are you aware of how and when revisions are made
  to the policy/plan?

29
Parental Involvement

• Compliance Item KIA-9 The Local Educational
  Agency (LEA) must provide timely notice and
  information under the Parents' Right-to-Know
  requirement in an understandable and uniform
  format and, to the extent practicable, in a
  language that the parents can understand. NOTE
  Parents' Right-to-Know refers to the right to
  request information on the professional
  qualifications of teachers and paraprofessionals.
  
• School Level Questions
• How did the school ensure that the Parents'
  Right-to-Know requirement was being met whereby
  all parents of Title I students were informed of
  their rights?
• How did the school ensure that all Title I
  schools provided the information required to
  individual parents? What method(s) were used to
  disseminate this information?
• How did the school respond to requests from
  parents?
• Parent Questions
• Did you receive notification that you may request
  information regarding the qualifications of your
  childs teacher and if they are provided services
  by paraprofessionals?

30
Parental Involvement

• Compliance Item KIA-10
• The Local Educational Agency (LEA) must ensure
  that schools receiving Title I funds provide the
  following to individual parents
• information on the childs level of achievement
  in each of the state academic assessments and
• information when their child has been assigned
  to, or has been taught by, a non-highly qualified
  teacher for four (4) or more consecutive weeks.
• School Level Questions
• How did the school ensure that the four-week
  notification requirement was met whereby all
  parents of Title I students in the schools are
  informed of their rights?
• What method of dissemination was used for the
  requirement?

31
Highly Qualified

• Compliance Item LIA-1 The Local Educational
  Agency (LEA) must ensure that all teachers and
  instructional paraprofessionals working in
  schools, funded wholly or in part with Title I,
  Part A, meet the statutory requirements of being
  highly qualified.
• School Level Questions
• How did the school ensure that all
  paraprofessionals met the highly qualified
  requirements at the time of hire?
• How did the school document that you are in
  compliance with this requirement?

32
Highly Qualified

• Compliance Item LIA-2 The Local Educational
  Agency (LEA) ensures that all paraprofessionals
  working in schools funded with Title I, Part A,
  who provide instructional services to students,
  work under the direct supervision of a teacher.
• School Level Questions
• How did the school ensure that paraprofessionals
  work under the direct supervision of a teacher?
• How were paraprofessionals schedules determined?
• Did teachers and paraprofessionals plan together?

33
Tips On Training Staff Members

• Faculty Meeting Snippets
• Principals Weekly Message
• Title I Newsletter/Email
• Grade Chair Meetings
• Bulletin Boards

34
Follow-UpActivities
35
Staff Interview
36
Its a Wrap

• Questions
• Reminders
• Evaluation