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“If winter comes, can spring be far behind?”
― Percy Bysshe Shelley
Monitoring Overview
Program monitoring is a requirement for all Title I, Part D (TIPD) subgrantees to ensure federal program compliance.
Districts selected for monitoring during the current cycle have been notified through email. We will conduct interviews with district and facility personnel responsible for the TIPD program, including the following: district coordinator, facility contact, transition coordinator, finance officer, teachers and students.
The TIPD monitoring visits allow the Kentucky Department of Education (KDE) staff to provide technical assistance to ensure your program is in compliance with federal laws. We will review documentation ahead of time.
Monitoring Tips
- Relax, this is an opportunity for KDE to provide technical assistance.
- Use the monitoring checklist when gathering documentation for the visit; required documentation is included for each section.
- Collect and organize documentation to support the Title I, Part D program at the district level prior to the visit.
- Make sure evidence is uploaded to SharePoint at least two weeks before the date of the visit. The SharePoint link will be sent by Windy Newton.
- Contact your state coordinators if you have questions.
Title I, Part D Subpart 1 Monitoring Process
KDE is required to monitor the state agencies –Department of Juvenile Justice (DJJ) and Department of Corrections (DOC). Refer to KDE’s Title I, Part D Subpart 1 Monitoring Checklist for specifics.
The state agencies (DJJ and DOC) must monitor their grantees for implementation of requirements of the program statute and regulations. The monitoring process consists of several components: monitoring of expenditures, reviewing requested documentation from the monitoring checklist and conducting an onsite visit.
Additionally, state agency directors are responsible for monitoring every facility or institution with which they have contracted for services. Refer to Appendix D (page 39) of the Title I, Part D Handbook for sample documentation.
Title I, Part D Subpart 2 Monitoring: Frequently Asked Questions
1) What’s the purpose?
The Kentucky Department of Education (KDE) is required to monitor Title I, Part D Subpart 2 program implementation as part of its responsibility for Title I, Part D as authorized under the Elementary and Secondary Education Act of 1965. While the process ensures compliance, it also provides helpful technical assistance to districts, recommendations to make programs even better, and recognizes all the outstanding efforts that districts are currently making.
2) What are the most common findings and how can I proactively work to address them?
A couple of the most common findings include:
- Lack of alignment between MUNIS and the approved GMAP application. This can occur when the district does not spend funds according to the approved GMAP application.
- Time and Effort Logs for staff paid with Title I funds not maintained
To proactively address these most common findings, your district can do the following:
- Expenditures must align with the approved application in GMAP. If changes need to occur, simply revise the application in GMAP. Make sure your district regularly coordinates with their chief finance officer and aligns the GMAP application with actual spending reflected in MUNIS. The GMAP application can be revised at any time.
- Also, make sure that regular time and effort logs are maintained that measure, after the fact, the time and effort of employees paid with Title I funds. A couple examples of time and effort logs that meet requirements are included (on pages 28-32) in the Title I, Part D Handbook.
3) What is the monitoring process like?
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Before the Monitoring Visit: The district will be notified between November and December, and KDE will schedule the monitoring visit. At least two weeks prior to the visit, the district should upload required documentation from the monitoring checklist in Microsoft Word or PDF documents, rather than Google Doc links (due to accessibility issues). Do not worry about uploading items that already are documented and available in GMAP, such as the program plan/application, needs assessment, interagency agreement and signed assurances. Personal identifiable information, like student names, should not be uploaded on the SharePoint site.
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During the Monitoring Visit: The monitoring discussion generally follows the monitoring checklist. Its purpose is simply to find evidence that meets indicator requirements, learn more about the effective practices currently being implemented, find any areas that may be improved, and identify any areas of noncompliance that must be addressed. Below is a sample schedule:
Title I, Part D-Subpart 2 Monitoring Schedule
- 9-10:30 a.m. ET at Central Office: Interview and document review with district contact(s), facility contact(s) and transition coordinator
- 10:30-11:15 a.m. ET at Central Office: Discuss budget, MUNIS report, Time and Effort Logs and purchase orders with the finance officer
- 11:30 a.m.-12:30 p.m. ET at the facility: Facility tour and interview teachers and students including district contact(s), facility contact(s), transition coordinator, teachers and students
- 12:30-1 p.m. ET: Lunch
- 1:15-1:30 p.m. ET at Central Office: Debriefing with district contact(s), facility contact(s), finance officer and transition coordinator
Note: Times are approximate and are subject to change.
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After the Monitoring Visit: The district has one week to provide any requested follow-up evidence. A report will be prepared and emailed to the district within 4-6 weeks. The report may include strengths, findings, and/or recommendations. A finding is a required action to address an area of deficiency and demonstrate compliance; a recommendation is not required and is simply a recommendation for how a program can get even better.
4) What monitoring resources are available?
The Title I, Part D Subpart 2 website includes the following resources to help you during the monitoring process:
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