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Monitoring Title 1 Part A Funded Programs

Process for Visiting / Monitoring Title I and
Other Categorical Program Implementation

In an effort to support schools receiving Title I Part A funds, the Director of State and Federal Programs will annually conduct a series of visits to schools to monitor their implementation of Title I Part A funded programs (and other categorical programs), as described in their School Improvement Plans.

Prior to visiting the schools, the Director will review the School Improvement Plans, budget sheets, staff sheets, and other relevant documents before contacting schools to scheduling visits. They then contact the school Principal and mark the scheduled visit on the visitation/monitoring calendar.

The first stage of visits will take place just after NWEA testing and continue until all buildings have been visited once in the 1st semester, as schedules allow (October – November). During the first visit the State and Federal Department staff members will:
• Introduce themselves to school administration and building staff, particularly those funded by Title I Part A.
• Offer technical assistance with any problems they may have implementing programs, removing barriers, etc.
• Inquire about any unfilled Title I Part A funded positions (and Section 31a funded positions) and offer to assist them in resolving any issues.
• Ensure that grant funded staff know how they are funded and what they are doing is in
compliance with program requirements.
• Ensure that grant funded staff are completing the required Time and Effort documentation as required for their assignment(s), PARs or Semi-Annual Staff Certification forms.
• Become familiar with the Title I programs/activities and staff in each school by conducting a building observation walkthrough.
• Remind them to evaluate their 1st semester professional development activities.
• Inform them that a follow up visit will occur in the 2nd semester with additional monitoring.

Upon returning to the office, the State and Federal Programs staff members will log their visit on the visitation/monitoring calendar.

During the second visit the State and Federal Program staff members will:
• Verify that students eligible for services and/or receiving services under Section 31a (At-Risk) funds are properly tagged in the CIMS student system.
• Verify that equipment purchased with federal funding is properly tagged and inventoried, with all required documentation, according to the district procedures.
• Verify that any reduced/smaller size classrooms funded under Section 31a are operating within required parameters as determined by the legislation and use of funds guidelines published by the Michigan Department of Education.
• Offer technical assistance with any problems they may have implementing programs, removing barriers, etc.
• Inform them that a follow up visit will occur in the 2nd semester with additional monitoring.
• Ensure that School Improvement Teams have started to review student achievement data,
school process data, demographic data, and stakeholder input data to prepare for program
evaluations, needs analysis, and planning for the next year’s school improvement cycle.
• Collect data about program implementation and look for any potential compliance issues using a checklist to document observations.
• Evaluator verifies building profile, SIP, and building-level program evaluations are being
completed. Technical assistance will be offered if needed.

Upon returning to the office, the State and Federal Programs staff will log their visit on the
visitation/monitoring calendar.

The third stage of visits will take place in late 1st semester/early 2nd semester (February/March).
During this visit the Director will:
• Ensure that funds are being spent properly be selecting some items from the school’s Title I Part A budget and determining if those items have been purchased or ordered, are in place and used as intended.
• Offer technical assistance with any problems they may have implementing programs, removing barriers, etc.
• Ensure that grant funded staff know how they are funded and what they are doing is in
compliance with program requirements.
• Ensure that grant funded staff are completing the required Time and Effort documentation as required for their assignment(s), PARs or Semi-Annual Staff Certification forms.
• Ensure and review documentation that school has conducted annual Title I Parent meeting
• Ensure that School Improvement Teams have started to review student achievement data,
school process data, demographic data, and stakeholder input data to prepare for program
evaluations, needs analysis, and planning for the next year’s school improvement cycle.
• Collect data about program implementation and look for any potential compliance issues using a checklist to document observations.
• Evaluator verifies building profile, SIP, and building-level program evaluations are being
completed. Technical assistance will be offered if needed.

Upon returning to the office, the State and Federal Programs staff members will log their visit on the visitation/monitoring calendar.