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					 Preparing for Title I
     Monitoring
NJAFPA Northern Regional Conference

        December 12, 2007


                                      1
          How Are Districts Selected?

   Follow up to previous visits
   Size of the NCLB grant
   Issues of interest (i.e., media)
   Random selection
   At the request of NJDOE
    offices
   Follow up to OFAC audit

                                        2
   Title I Monitoring District Overview

       Approximately 40-50 districts per year
2007-2008 Overview
 10 % Abbott; 90% non-Abbott

 15% N&D Districts

 41% North; 34% South; 24% Central

 17% Follow-up visits

                                                3
     Title I Monitoring vs. other NJDOE
                  evaluations
   TITLE I            OFAC AUDIT              QSAC                 CAPA
 MONITORING


   District Level      District Level      District Level    School Level (SINI)


                                            Current and
Current academic     Previous academic                       Current academic
                                         previous academic
      year                 year(s)                                 year
                                               year(s)


Program and Fiscal        Fiscal         Program and Fiscal Program and Fiscal


                                                                                   4
                Notification Process

   Initial e-mail from monitoring team
       tentative dates
       asked to confirm


   Formal letter
       confirm date/time/location
       documentation needed
                                          5
                   Prior to the Visit

                     NJDOE Reviews
   Unified plan

   AYP data

   NCLB Application via EWEG

                                        6
              Documentation Needed
   NCLB Consolidated Application
   Title I Unified Plan(s)
   NCLB Excel Budget Detail
   Needs assessment documents
   Title I Parent Involvement Policy
   Documentation of Title I Parent Annual Meeting
   Student Criteria for Title I Services
   List of Title I Students Participating in Targeted Assistance Program
   Letter to Parents regarding Student Participation in Title I
   School in Need of Improvement Letter to Parents

                                                                        7
           Documentation (continued)

   District in Need of Improvement Letter to Parents
   List of all paraprofessionals in the district and their hire date –
    current
   Professional development plans and expenditures
   TPAF/FICA Reimbursement report (if completed, if not the prior
    year)
   Documentation of Neglected and Delinquent Collaboration



                                                                          8
           Documentation (continued)
REMEMBER.... Supporting documentation such as:
      Teacher/Staff/Class/Master schedules
      Staff roster
      Time sheets
      Agendas, sign-in sheets, committee minutes and meeting notes
      Parent letters and evidence of distribution in appropriate languages
      Procedure/policy documents
      Comparability report
      SINI plans, school choice forms and correspondence
      SES letters, provider lists, enrollment forms, provider contracts
      Financial documents (CAFR, lease agreements, inventory
       records, invoices, purchase orders)

                                                                              9
          Who Should Be Present?

   NCLB Project Director

   Business Administrator

   Superintendent (available to be interviewed as
    needed)

   Title I staff (available to be interviewed as needed)
                                                            10
                 On-site Process
   Review of documentation on-site

   Interview appropriate staff

   Exit conference/wrap-up and next steps




                                             11
               Follow-Up Activity
   Written correspondence including action items if
    findings/recommendations
   Revisions to Title I Unified Plan and/or NCLB
    Consolidated Application




                                                       12
                Follow-Up Activity

            If there are significant findings...
   Meeting at NJDOE

   Refer to NJDOE program coordinator

   Meeting with county office of education


                                                   13
                   Common Findings

   Title I Program Plan
       79% LEAS did not have program plan that addressed
        the requirements of Title I
           eligibility requirements lacking; many districts thought
            children had to be low-income to be serviced
           did not have multiple measures to identify students
           notification requirements not sufficient


                                                                       14
                     Common Findings
   SINI/SES
       70% LEAS had findings in these areas
           late notification letters
           improper information in letter
           not properly tracking SES costs on a per student basis
            and/or not knowing SES max per pupil amounts
   Helpful hints:
       Sample SES letter and enrollment form; max per pupil amounts
        and other SES resources can be found:
        http://www.nj.gov/education/title1/program/ss/

                                                                     15
                  Common Findings

   Tracking of Reserves
       65% were not properly tracking Title I reserves


   Helpful hints:
       Track on a school level
       Restricted reserves
       Subject to the 15% Title I carry-over restriction.
                                                             16
                  Common Findings

   Right to Know Letters
       76% were not properly implementing the Right-to-
        Know requirement under Title I

   Helpful hints:
       Initial Letter at the beginning of the school year
       Follow-up Letter after 4 weeks

                                                             17
                   Common Findings

   Comprehensive Needs Assessment
       70% were running Title I programs with the “same as
        last year” approach

   Helpful hints:
       Drilling down data to get to root cause of poor student
        performance will help districts development plans that will
        increase student performance.

                                                                      18
                 Common Findings
   Parent Involvement Policy
       48% did not have a current parent involvement policy
        that met NCLB requirements were running Title I
        programs with the “same as last year” approach


   Helpful hints:
    NJDOE Parent involvement website:
      http://www.nj.gov/education/title1/program/parent/
                                                               19
             Other Common Findings
   Paraprofessionals not highly qualified

   Errors in districts TPAF/FICA reimbursement reports

   Failure to issue DINI letters and other items

   Helpful hints:
       NJDOE Title I Website: http://www.nj.gov/education/title1/
       NJDOE Title I email help: titleone@doe.state.nj.us

                                                                     20
              Looking Ahead
    NCLB Monitoring and Oversight Process
   Application Review
       Review and approval of NCLB application
   Desk Monitoring
       Review of programmatic and/or fiscal requirements, conducted in a location other
        than on-site
   Telephone Interview
       review and verification of all or a portion of the NCLB application
   On-site Monitoring
       On-site in-depth review of documentation and materials that provide specific
        information on programmatic and fiscal programs, services and activities as
        documented in NCLB application
   Targeted Review
       on-site review focused on specific programmatic and fiscal requirements
        (e.g., nonpublic school services and/or consultation, SES, professional
        development, HQT, carryover funds, waivers)                                        21
              Looking Ahead
    NCLB Monitoring and Oversight Process
                    Selection of Districts
   Risk Assessment Model
       Amount of Grant Award
       Report Submission
       Previous programmatic and/or fiscal findings
       Changes in key personnel
       Substantiated Misuse of Funds
                                                       22
              Contact Information

        Office of Student Achievement and
                     Accountability

   Phone: 609-943-4283

   Email: titleone@doe.state.nj.us
                                            23

				
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