[Music]
Hello, and welcome to the Expanded Learning in California
Grantee Orientation video on Federal Program Monitoring
brought to you by the California Department of Education's
Expanded Learning Division and the California Afterschool Network.
This video will cover the following topics:
The Before and After School Program (BASP)
Federal Program Monitoring Instrument,
the California Monitoring Tool,
the Seven Dimensions of the BASP Federal Program Monitoring Instrument,
Common Before and After School Program Federal Monitoring findings,
and Frequently Asked Federal Program Monitoring Questions.
What is Federal Program Monitoring or FPM?
Federal law requires the California Department of Education (CDE)
to monitor the implementation of categorical programs operated by
Local Education Agencies (LEA's) and Community Based Organizations (CBO's).
It is the primary vehicle for monitoring appropriate implementation
of programs and expenditure of funds in compliance with requirements
of each categorical program.
The BASP FPM Instrument contains program specific federal and
state legal requirements that will be tested during the monitoring process.
It contains seven dimensions and 24 items
which we will review later in this video.
The instrument also includes examples of evidence needed to satisfy
the review requirements and demonstrate compliance,
and is developed and reviewed by the CDE on an annual basis
and may change from year to year to respond to changes in
federal or state law, regulations or court cases.
It is important for grantees to become familiar
with the instrument for reporting purposes.
The FPM Instrument that is used contains 24 items that are comprehensive of
three Expanded Learning Programs that CDE administers.
The After School Safety and Education (ASES) Program.
21st Century Community Learning Centers (21st CCLC).
and After School Safety and Enrichment for Teens (ASSETs).
Some items being reviewed are applicable to all three programs,
others pertain to specific programs.
To determine which items of the FPM Instrument pertain to your program,
each item is labeled with the applicable program or programs.
On the screen is an image of
BASP 3: Serves Eligible Pupils in Appropriate Grade Levels.
As highlighted in the image, all three programs
ASES, 21st CCLC and ASSETS
are reviewed for compliance in this area.
Fact or Fiction?
FPM is the acronym for Financial Program Monitoring.
Fiction.
FPM stands for Federal Program Monitoring.
The California Monitoring Tool or CMT is a new web based tool developed by the CDE
which allows the monitoring of LEA's to ensure that they meet fiscal and
program requirements of federal categorical programs and state funding they receive.
The BASP FPM Instrument is completed by grantees in the CMT
located on the CDE web server.
The BASP FPM Instrument is broken down into seven dimensions.
The first dimension is Involvement, which covers the first two BASP items.
1. Collaboration with Schools, and
2. Ongoing Consultation with Private Schools
Dimension two covers items relating to Governance and Administration.
The items in this section are:
3. Serves Eligible Pupils in Appropriate Grades
4. Operates Program Required Hours and Days
5. Early Release and Late Arrival Policies
6. Daily Nutritious Snack and/or Supper
7. Physical Activity Element
8. Submits Data and Maintains Records
9. Effective Use of Public Resources
10. Inventory, and
11. Program Plan Review.
Dimension three relates to Funding and includes the following items:
12. Funding Direct Services to Pupils
13. Fiscal and Auditing Standards
14. Local Contribution of Cash or In-Kind, and
15. Supplement not Supplant
Dimension four relates to Standards, Assessment and Accountability.
Item 16. Evaluation Requirements, and
Item 17. Data Driven Quality Improvement Process
are reviewed under this dimension.
Dimension five, Staffing and Professional Development
pertains to the following items:
18. Provides Staff Training
19. Student to Staff Ratio, and
20. Staff Minimum Qualifications
Opportunity and Equal Educational Access is the sixth dimension.
The items in this section are:
21. Safe Access to Facilities, and
22. Information in Parents Languages
The seventh and final dimension is Teaching and Learning
and covers the remaining two BASP items:
23. Provides Academic and Enrichment, and
24. Provides Literacy Education for Families
Fact or Fiction?
The system you will use to upload your FPM documents is the
California Monitoring Tool also known as CMT.
Fact. Find the link to the CMT on the resources page at the end of this video.
The California Department of Education's Expanded Expanded Learning Division
has created a list of common fpm findings the top six most common findings are:
Item 1. Collaboration with Schools
Item 5. Early Release
Item 10. Inventory
Item 12. Funding Direct Services
Item 14. Local Contribution of Cash or In-Kind Funds, and
Item 15. Supplement not Supplant
Please contact your regional consultant for additional information on these items.
Now we want to review some important notes for grantees
who are going through Federal Program Monitoring.
We only monitor the Before and Afterschool program grants.
If your agency also has an ASES Transportation, Equitable Access
or Family Literacy Grant, we will not ask for documentation
for those specific programs.
Unfortunately, we are not allowed to provide grantees
technical assistance during FPM's.
However, we can provide compliance assistance.
Compliance assistance is information given to LEA's or agencies about the
statutory requirements for each BASP item and sub item in the program instrument.
Technical assistances is advice on different program options
related to research or recommendations based on the reviewers
professional and education experiences.
Many times we will contact grantees after the FPM to provide technical assistance
and broker resources accordingly. However, grantees can reach out to their
System of Support of Expanded Learning Lead for any
technical assistance during the FPM process.
As you know, we administer on site FPM's as a way to gather more information to
verify compliance and it's important to note that when we administer the on site FPM,
we are not allowed to conduct student interviews.
However, It is common for us to interview a variety of stakeholders
including parents, staff, teachers and administrators.
As a grantee going through this process it's important to
submit evidence as soon as possible.
As mentioned previously, reviewers are allowed to provide
compliance assistance throughout the process of the FPM in order to
eliminate any unnecessary findings.
As a promising practice, you may want to keep separate folders for each
BASP item as you're uploading and keep them for evidence.
It is important to note that we will review all fiscal items for the prior year
and all programmatic items for the current year.
Example of fiscal items would be
Item 12. Direct funding to pupils, or
Item 14. Local contribution of cash or in-kind.
An example of a programmatic item for the current year is Item 20. Staff qualifications.
The only instance where this will not apply is if we were monitoring programs very
early on in the school year and they do not have the necessary program items to upload.
In this case we will look at the program items for the prior year.
Fact or Fiction?
An example of a fiscal document is Item 20. Staff Qualifications.
Fiction. Staff Qualifications is a programmatic item
that is reviewed for the current year.
Let's take a moment to review some CMT document uploading tips
to help ensure a smooth review for grantees.
As Previously mentioned the system you will use to upload your document
is called the California Monitoring Tool or CMT.
Please do not provide any information that goes beyond what is required
to provide evidence that you are meeting a specific requirement.
We do want to see a variety of evidence
but we are generally able to make a determination if the program is in
compliance after reviewing five or six different pieces per item.
Number each page of the documents consecutively
this may be done by hand and it's not necessary to eliminate page numbers
that are already exist on your documents.
If possible, we do ask that you upload all documents for each item
as one piece of evidence as opposed to uploading them all separately.
Prior to uploading, highlight the section and each document
that pertains to the item you are providing evidence for.
Note the page numbers of the highlighted sections at beginning of the document.
Ask questions and clarify items if needed.
We get a lot of questions about the level of detail that we want as evidence.
We don't need a lot.
For example, if you are providing evidence for professional development
offered or attended, the date, items covered and participant names
who attended for your organization will suffice.
We do not need to see the PowerPoint presentation of the training.
Lastly, for privacy reasons students' names must be redacted from all
pieces of evidence uploaded.
Uploading staff names is okay.
Fact or Fiction?
The level of detail provided for FPM evidence must be
extensive and exhaustive.
Fiction. The level of detail can be as simple as providing an agenda
and a list of names of those who attended a training.
On the screen you will find links to resources on the
California Department of Education's Expanded Learning Division website
that will assist you during the FPM process.
We encourage you to stay in close communication with your reviewer
during the FPM process.
We are here to help support you whether you're going through an FPM or just
wanting to become familiar with the process and identify strategies to prepare.
Each California region has a California Department of Education
Expanding Learning Division Consultant, Analyst and Regional Lead available to
provide you with the necessary support to ensure your success.
We hope that this video has given you a better understanding
of the Federal Program Monitoring review process, and we'd like to thank you for all
the work that you do to serve the students and families in your community.
This video is one of four videos providing information
regarding program requirements and expectations.
Other Expanded Learning in California topics that you can access include
Grants 101,
The Quality Standards for Expanded Learning, and Continuous Quality Improvement
Thank you for watching. This video has been brought to you by the
California Department of Education's Expanding Learning Division
and the California Afterschool Network.
We would like to give a special thank you to the schools and regional professionals
listed on the screen for their assistance and the creation of these videos.
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