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"Wisdom comes with winters.”
– Oscar Wilde
Monitoring Overview
Program monitoring is a requirement for all Title I, Part D (TIPD) subgrantees to ensure effective performance of federal programs. TIPD monitoring visits allow the Kentucky Department of Education (KDE) staff to provide technical assistance to ensure program requirements are met, and to provide feedback for program improvement and recognition of exemplary practices. Districts selected for monitoring during the current cycle have been notified through email.
KDE 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.
In addition, KDE staff will review documentation ahead of time.
Monitoring Tips
- Remember, 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 an automated message through SharePoint and Windy Spalding.
- Contact your state coordinators if you have questions.
Title I, Part D, Subpart 1 Monitoring Process
The Kentucky Department of Education is required to monitor the state agencies – Department of Juvenile Justice (DJJ) and the 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.
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, 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 the following:
1) 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.
2) Time and effort logs for staff paid with Title I funds are 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 are needed, simply revise the application in GMAP. Make sure that your district regularly coordinates with its 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 document, after the fact, the time and effort of employees paid with Title I funds. A couple of examples of time and effort logs that meet requirements are included (on pages 22-24) in the Title I, Part D Handbook.
3) What is the monitoring process like?
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Before the Monitoring Visit: Between November and December, the district will be notified 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 are already documented and available in GMAP, like the program plan/application, needs assessment, interagency agreement, signed assurances, etc. Personally 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
A typical TIPD monitoring schedule looks like this, although this may change due to multiple factors.
- 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
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After the Monitoring Visit: The district has one week to provide any requested follow-up evidence. Within 4-6 weeks a report will be prepared and emailed to the district. 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 improve.
4) What monitoring resources are available?
The Title I, Part D, Subpart 2 website and Google Classroom include the following resources to help you during the monitoring process:
- Monitoring Checklist
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Title I-D, Subpart 2 Monitoring Overview Webinar: KDE will hold this virtual webinar on Jan. 7, at 10 a.m. ET. All coordinators being monitored this year were invited and are encouraged to ask any questions regarding monitoring. A recording of the training will be emailed out to all coordinators and uploaded to our Google Classroom website.
Engagement
If you’re looking for ways to engage your students in learning content, you may want to consider Break Free Education’s* upcoming, and ongoing initiatives for the 2024-2025 school year:
Educational Initiatives
Curriculum mini-units offer opportunities for students to engage in meaningful and relevant project-based learning. These units are intended to be used as core content or supplemental projects and include a national contest.
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Unspoiled: National Parks All Subject Quest (January): In this multi-subject initiative, students will explore the land, people and legends of our country's National Parks by incorporating all four subject areas: math, science, English and social studies. Students will study Earth science concepts and solve for linear equations while addressing real-world issues affecting National Parks.
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Unveiled: Women in History Exploration (February): Students study the lives of notable women and women's movements throughout history in the areas of art, STEM and sports. The Unveiled initiative culminates with a living museum through which students showcase their knowledge. Students select a notable woman in history and build an artifact that represents that woman's impact on the world, to be displayed in the living museum.
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Unbeatable: Courtside Math Competition (March): Students will take a shot at mastering math concepts in probability and statistics using March Madness as the backboard. Students will analyze player and team stats, predict game outcomes and understand the role data plays in the game. This initiative will culminate in students creating their own data-driven dream team.
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Words Unlocked: Poetry Competition (April): Words Unlocked is a month-long initiative that includes a seven-lesson structured poetry curriculum. Our practitioner-ready curricular materials, which include additional optional lessons, culminate with a nationwide competition for poetic works.
- Unwasted: Renewable Energy Challenge (May): Students will delve into the world of sustainable power sources, exploring the diverse types of renewable energy and their potential to transform our planet. Through hands-on investigations and critical analysis, students will develop the skills to assess the feasibility and impact of various renewable technologies. The culminating experience will challenge students to design their own innovative renewable energy source, applying their knowledge to create a sustainable solution for the future.
Ongoing Initiatives/Resources*
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Freedom Reads Book Club: Ongoing monthly book club (partnership with Reginald Dwayne Betts)
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Investors Club Stock Market Challenge: Ongoing investors club that encourages students to learn about financial literacy
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Creative Writing: A three-unit creative writing curriculum to engage students in the power and joy of writing poetry, fiction and drama.
*This information is provided for informational purposes only and does not constitute an endorsement by the Kentucky Department of Education.
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