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Program monitoring is a federal requirement for all Title I, Part D (TIPD) subgrantees, ensuring program effectiveness and compliance. TIPD Subpart 2 monitoring is on a three-year cycle. If your district is scheduled to be monitored during the current cycle, you would have been notified by email in November 2018.
Below are a few tips to help prepare for your monitoring visit.
- Relax; this is an opportunity for KDE to provide technical assistance.
- Collect and organize documentation to support the Part D program at the district level prior to the visit.
- Make sure evidence is uploaded to SharePoint within two weeks of the date of the visit (The SharePoint link will be sent from Amber Skaggs or Monica Shack at the time of visit coordination.)
- Use the monitoring checklist when gathering documentation for the visit (examples are in italics).
- Contact your state coordinators if you have questions.
Checkout the Title I, Part D Subpart 2 webinar or the January Newsletter for more specific information regarding monitoring.
According to the Title I, Part D, Program Administration Planning Toolkit, needs assessments can be conducted for a variety of reasons and at different levels (by the state educational agency (SEA), state agency (SA), local educational agency (LEA) or facility). They can focus on a single area of interest (e.g., transition) or take a broader perspective to identify gaps throughout a system.
The needs assessment should be completed annually either as a whole or individualized for each student; this is your discretion. The document should be kept on file at the facility and sent to the SA or LEA (depending on subpart) to be kept on file there as well.
R-1. What are the program evaluation requirements for Subpart 1 and 2 programs?
Each SA or LEA that conducts a program for children and youth who are neglected, delinquent, or at-risk under Subparts 1 and 2 must evaluate the program, disaggregating data on participation by gender, race, ethnicity and age, not less than once every three years to determine the program’s effect on the ability of participants:
- to maintain and improve educational achievement;
- accrue school credits that meet state requirements for grade promotion and secondary school graduation;
- make the transition to a regular program or other education program operated by an LEA;
- complete secondary school (or secondary school equivalency requirements);
- and obtain employment after leaving the correctional facility or institution for neglected or delinquent children and youth and, as appropriate, participate in postsecondary education and job training.
In conducting each evaluation, an SA or LEA shall use multiple and appropriate measures of student progress.
Each SA and LEA must:
- Submit evaluation results to the SEA and U.S. Department of Education.
- Use the results of evaluations to plan and improve subsequent programs for participating children and youth.
Part D programs should be designed with the expectation that children and youth will have the opportunity to meet the same challenging state academic content and academic achievement standards that all children in the state are expected to meet. To the extent feasible, evaluations should be tied to the standards and assessment system that the state or school district has developed for all children.
Student data should be reviewed a minimum of three times a year (beginning, middle and end) to ensure the educational program needs are being evaluated and to determine any necessary changes.
The needs assessments will be expected to be submitted to the Kentucky Department of Education with the application again this year, in late August, through GMAP. There is a needs assessment template on the Title I, Part D webpage if you do not have a tool to use. If you have questions, do not hesitate to contact your state coordinators.
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