Federal Title Programs Monitoring Checklist

Common Compliance Areas

Submit your supporting & required documentation for each section by following these steps:

Use this webpage as a checklist.
Save this completed checklist as pdf and upload it into your districts unique Monitoring Portfolio on Google Drive.
Upload required documentation into your district's unique Monitoring Portfolio on Google Drive.

If you have questions please contact Kimberly Rebich, Federal Grants Coordinator, Kimberly.Rebich@mt.gov, 406-410-4578.

Notice to all districts: Due to the wide range of district and school parental notification forms, and the fact that many do not meet federal requirements, beginning with School Year (SY) 2021-22, TransACT documents must be used. Those sections where TransACT forms must be used are identified within the Monitoring Tool. The Montana Office of Public Instruction (OPI) pays for a state subscription to TransACT for all Montana districts.

The Montana OPI has partnered with TransACT Communications to provide state approved and legally-reviewed parent notices, forms, and letters at no cost for district and school staff. TransACT Customer Care: support@transact.com | 425-977-2100

District
LE
County
Date
Month - Day - Year
District Authorized Representative

First Name
Last Name
Email
Phone
Area CodePhone Number
Common Compliance REQUIRED FOR ALL MONITORING
Item: CC-A
Expenditures are being maintained at the LEA for Title I and Title II A areas.

Expenditures are for allowable and approved activities. Expenditures supplement/not supplant state and local funds. (Subpart E-Cost principals of UGG)

Note: If the district is required to set-aside funds to provide services to Homeless or Neglected or Delinquent students enrolled in non-Title I schools, please include a detailed report of how those funds were used.

CC-A Required Documentation

Required for all districts. Provide a detailed expenditure report for Title I and Title II A areas being monitored that shows date, vendor, item description and amounts for one month of the previous school year. (The district may select the month.)

Provide the district’s policy/methodology to meet the supplement, not supplant requirements required under the ESSA. The district is a district with multiple schools per grade span and has adopted a methodology in accordance with the ESSA. For the purposes of the methodology, elementary means grades K-8 and secondary means grades 9-12.

The district is a district with a single school and is exempt from the methodology requirement.

The district is a district with one school per grade span and is exempt from the methodology requirement.

MTSBA model policy 7220P (if adopted)

Item: CC-B
The LEA has received the appropriate audit per CFR 200.501 audit requirements

Note: Provided by the OPI. The district does not need to include in the portfolio.
CC-B Required Documentation:

LEA has submitted the applicable audit. (Does not need to include in the portfolio.)
Item: CC-C
The LEA has a current inventory of any materials purchased with Title IA funds.

This includes the specific location of the item.

CC-C Required Documentation:

LEA fixed assets inventory. This includes laptops computers, Smartboard, protectors, etc...

N/A - No fixed assets; district only uses Title I funds to pay salaries and benefits only

Item: CC-D
Materials, supplies, and equipment purchased with Title I- A funds are labeled as purchased with federal funds.

CC-D Required Documentation:

Verification done during an onsite visit.

Verification done by a written assurance from the district-desk monitoring.

N/A - district uses Title I funds to pay salaries and benefits only

Item: CC-E
The LEA meets comparability requirements:
1. Policy to ensure equivalence among schools in teachers, administrators, and other staff
2. Policy to ensure equivalence among schools in the provision of curriculum materials and instructional supplies
3. A district-wide salary schedule
Note: Not Applicable if only one school per grade span.

Comparability calculations worksheets for the first checkbox below are found on the OPI Improving Basic Programs page

CC-E Required Documentation:

Not Applicable if only one school per grade span - K-8 & K-12 districts.

Building Staff Plans with data that indicates which staff are included and excluded in the comparability calculation worksheets (See link above).

Board adopted policy is in place and being implemented

District-wide salary schedule

Item: CC-F
The LEA has internal controls to monitor time and effort.
CC-F Required Documentation:

Examples of the internal controls to monitor time reports for staff members paid out of federal funds.
Timesheets/semi-annual certification of staff paid with federal funds.
Item: CC-G
The LEA ensures that all teachers and paraprofessionals working in a program supported by funds under Title I, Part A meet applicable state certification and license requirements. Instructional Paraprofessionals must be under the direct supervision of a licensed teacher, ARM 10.55.715.

CC-G Requirements

Completed TransACT form TPQ-02 - REQUIRED FOR ALL DISTRICTS - Teacher Qualification Response to Parents.

Completed TransACT form TPQ-04 - REQUIRED FOR ALL DISTRICTS - Verification of Teacher and Paraprofessional Qualifications .

Attestation report stating all paraprofessionals have been trained by, and are under the direct supervision of, a certified/licensed teacher.

For Items CC-H through CC-K regarding state assessments, direct questions to Marcy Fortner at 406-444-3511 or e-mail at MFortner@mt.gov.

To ensure school districts meet the requirements under ESEA/ESSA Section 1111(b)(2) for implementing comparable, fair, valid and reliable assessment systems, the LEA must demonstrate compliance in test administration, test accessibility, test security, data use, and test training with items CC-H through CC-K. These requirements ensure state assessments are administered in a consistent and standardized way to measure student proficiency and progress on the State’s challenging academic standards over time and to address educational needs.
Item: CC-H

CC-H Requirements: Student Participation in State Assessments

Submit the LEA’s “Test Administration Plan” describing the steps taken to ensure these tasks are accomplished on an annual basis.

Submit the LEA’s “Test Accessibility Plan” describing the steps taken to ensure these tasks are accomplished on an annual basis to maintain student inclusion to the fullest extent and ensure participation rates are at or above 95% as required under ESEA-ESSA.

Item: CC-I

CC-I Requirements: Data Integrity and Reliability of Student Achievement Results

Submit the LEA’s “Test Security Plan” describing the steps taken to ensure these tasks are accomplished on an annual basis to protect the integrity and confidentiality of statewide assessments to ensure these achievement measures are valid, reliable, fair, and comparable.

Item: CC-J
CC-J Requirements: Communication With Parents/Guardians and the Public

Submit the LEA’s “Data Use Plan” describing the steps taken to ensure these tasks are accomplished on an annual basis.
Item: CC-K

CC-K Requirements: Ensure Completed Training and Awareness of Standardized Protocols

Submit the LEA’s “Test Training Plan” describing the standardized procedures to ensure appropriate staff receive necessary training to administer assessments and know how to administer assessments, including, as necessary, alternate assessments, and know how to make use of appropriate accommodations during assessment for all students with disabilities.

Item: CC-L
Foster Care

REQUIRED FOR ALL SCHOOL DISTRICTS

Describe how the agency, which provides child welfare services to the child, determines whether it is in the best interest of the child to remain in his or her school of origin. (Sec. 1112(c)(5) (Sec. 1111(g)(1)(E))

CC-L Requirements

Completed TransACT form FC-01 - REQUIRED FOR ALL DISTRICTS - Meeting to Determine School Placement of a Student in Foster Care: Invitation to Participate

Completed TransACT form FC-02 - REQUIRED FOR ALL DISTRICTS - Educational Services for Students in Foster Care.

Completed TransACT form FC-03 - REQUIRED FOR ALL DISTRICTS - Determination of School Placement for a Student in Foster Care Placement Request and Recommendation.

Completed Trans ACT form FC-05 - REQUIRED FOR ALL DISTRICTS - Students in Foster Care – Point of Contact Letter.

Copies of any board adopted policies addressing the enrollment and transportation needs of children in foster care, including dates of adoption. (See MTSBA Policies 3110, 3121, and 8100.)

Item: CC-M
Describe how the LEA tracks the progress of foster care students. (Sec. 1111(g)(1)(E))
CC-M Requirements:

Evidence of the supports in place when attendance becomes a concern.
Evidence of the supports in place when academic performance becomes a concern.
Item: CC-N
Describe how the LEA notifies the OPI of Tribal foster care students.
- (Sec. 1111(g)(1)(E))
CC-N Requirements:

Copy of documentation submitted to OPI regarding Tribal foster care students.
N/A No Tribal foster care students.
Item: CC-O
- Provide LEA assurance that children in foster care are immediately enrolled in a new school when a determination is made that remaining in their school of origin is not in their best interest.
- Provide LEA assurance that new enrolling school immediately contacts the school of origin to obtain relevant academic and other key records. (Sec. 1111(g)(1)(E))

CC-O Requirements:

LEA written assurance that children in foster care are immediately enrolled in a new school when a determination is made that remaining in their school of origin is not in their best interest.

LEA written assurance that new enrolling school immediately contacts the school of origin to obtain relevant academic and other key records.

Item: CC-P
Summarize the policy criteria used to determine when the LEA provides a pupil who leaves foster care the right to remain enrolled in his or her school of origin. (Sec. 1112(c)(5))
CC-P Requirements

Copy of policy criteria explaining determination.
Item: CC-Q
How long are transportation services provided for eligible students.
CC-Q Requirements

Completed TransACT form FS-04 - REQUIRED FOR ALL DISTRICTS - Determination of School Transportation for a Student in Foster Care.
Item: CC-R
Home Language Survey

REQUIRED FOR ALL DISTRICTS
- The LEA ensures that the Statewide Home Language Survey (HLS) is given to all newly enrolled students.
- Title VI of the Civil Rights Act of 1964; ESSA Section 3113(b)(2).
Note: HLS is in all students’ cumulative files, if necessary.
CC-R Requirements:

Copy of the HLS the district is using. - REQUIRED FOR ALL DISTRICTS.
Item: CC-S
English Learners

*Applies to districts that have potential and/or identified ELs.

If you have questions, please contact Serena Wright, English Learner Specialist, serena.wright@mt.gov.
- The LEA follows the process in screening, identifying, serving, and assessing English Learners.
- Title VI of the Civil Rights Act of 1964; ESSA Section 3113(b)(2)
Montana OPI Website > Montana OPI EL and Title III Webpage
CC-S Requirements:

Complete the English Learner Checklist and complete each task for every potential and/or identified EL student.

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Save checklist as PDF and upload it into your district's unique Monitoring Portfolio on Google Drive.

Title Monitoring - Common Compliance Areas

Federal Title Programs Monitoring Checklist

Common Compliance Areas

Item: CC-A

Item: CC-B

Item: CC-C

Item: CC-D

Item: CC-E

Item: CC-F

Item: CC-G

Item: CC-H

Item: CC-I

Item: CC-J

Item: CC-K

Item: CC-L

Item: CC-M

Item: CC-N

Item: CC-O

Item: CC-P

Item: CC-Q

Item: CC-R

Item: CC-S

Save checklist as PDF and upload it into your district's unique Monitoring Portfolio on Google Drive.