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Home » Policy & Funding » Grants & Grant Management » Closing Educational Achievement Gaps (Title I, Part A) » Consolidated Program Review (CPR) in Title I, Part A | LAP

Consolidated Program Review (CPR) in Title I, Part A | LAP

Why Do We Monitor?

1. Building Relationships–We're in this together. OSPI’s main objective is to raise student achievement for Washington’s public school children. Through cooperative assessment of the federal programs between the State and the local education agencies (LEAs), the quality of services to students will be strengthened and improved.

2. Technical Assistance–We're here to help . State monitoring team members provide technical assistance during the review visit and beyond. It is not the State's intent to tell the LEA how to run its title programs, but rather to answer questions, facilitate dialogue, and exchange ideas and information for program improvement while, at the same time, meeting all federal requirements.

3. Compliance–It's the law. Monitoring federal programs helps ensure that all children have a fair, equal, and significant opportunity to obtain a high-quality education. Compliance monitoring is intended to be a collaborative partnership between the state and LEAs and public charter schools to ensure compliance with the Every Student Succeeds Act.

CPR Review Cycle
Most LEAs are monitored by ESD on a 5-year cycle. The four largest LEAs and selected other LEAs are monitored annually.
2019–20: Districts in ESDs 101 and 114
2020–21: Districts in ESDs 121 and 171
2021–22: Districts in ESDs 105, 112, and 113
2022–23: Districts in ESDs 105, 112, and 113 

Information regarding the monitoring process and resources for LEAs that have an upcoming school year, go to Consolidated Program Review (CRP).  There you will find checklist of all state and federal programs monitored, templates, guidance and more. Here are some other useful resources:

Preparing for Title I, Part A Consolidated Program Review (CPR)

The staff at the CPR team, Title I, Part A programs provide technical assistance that contribute to the success of students in Washington each year. Even if your LEA is not scheduled for a Consolidated Program Review, the checklist and resources below can be helpful to regularly self-evaluate and document compliance with various requirements under Title I, Part A.  Additionally, you will want to review the Grant Management section of OSPI’s Accounting Manual for School Districts.

Keep documentation of these items:

  • Written policies and procedures (including internal control activities)
  • Supporting documentation for all expenditures
  • Monthly expenditure reconciliations and grant claim reconciliations
  • Time & Effort documentation – certifications, calendars, schedules, etc.

School/Building Selection Guidance for Evidence Documentation

  1. Please provide documentation for each building being monitored with the exceptions of items 1.1 and 1.5, where each Title I building-level evidence is requested.
  2. When a description is requested as evidence, please provide up to 200 words.
  3. The Office of Superintendent of Public Instruction (OSPI) staff may request documentation for additional buildings based on initial review.
Desk Review

LEAs with student enrollment of 5,000 and under
Submit documentation for one targeted assistance and one Title I, Part A schoolwide school with the highest per pupil expenditure (PPE).

  • If LEA has only:
    • One Title I, Part A school, send documentation for that school.
    • Targeted assistance schools, send documentation for two schools with the highest PPE.
    • Schoolwide schools, send documentation for two schools with the highest PPE.

LEAs with student enrollment of 5,001 and over
Submit documentation for two targeted assistance and two Title I, Part A schoolwide schools with the highest PPE.

  • If LEA has only:
    • Targeted assistance schools, send documentation for the three targeted assistance schools with the highest PPE.
    • Schoolwide schools, send documentation for the three schoolwide schools with the highest PPE.
On-Site Review

Submit building documentation only for the buildings identified by OSPI for on-site reviews. Note: Unless noted below (items 1.1 and 1.5), please follow these directions for determining building level evidence.
 

Title I, Part A CPR Items with Examples

A. Detailed Title I, Part A expenditure report for each Title building served in the 2018-19 school year. There should be a separate report submitted for EACH Title-served building. The reports must show:

  • Amount of 2018-19 Title I, Part A funds allocated to the building.
  • Total 2018-19 Title I, Part A expenditures for each building.

Note: Please label reports by building or attach a location code key.


Resources:

Ranking & Allocating Title I, Part A Funds

Spreadsheet used to calculate Ranking & Allocating Compliance

Examples of compliant items:

A. Expenditure report (or other internal tracking document), separated by category/set-aside, for each of the following required set-asides. The report must show the budgeted amounts, as well as the total 2018–19 expenditures for each set-aside. In addition, include

D. Private schools (if applicable).

E. Neglected & Delinquent students (if applicable).

 


Resources:

Title I, Part A Program Guide  See page 37

Title I, Part A:  A Fiscal Handbook See page 10

 

Examples of compliant items:

 

A. Provide the written methodology or methodologies for the LEA’s distribution of state and local funds to each school (any facility with a building code) in the LEA. The methodology must include:

  • How the LEA ensures that state and local resources are not reduced based on Title I status.

  • How the LEA will ensure the methodology for distribution will be followed going forward.

B. Upload documentation (i.e. spreadsheet, template, etc.) that demonstrates the LEA is following its methodology for distributing state and local funds to each school (any facility with a building code) in the LEA for the current year.

 

C. N/A if marked by OSPI staff.

LEAs are exempt from items 1.3A and 1.3B if at least one of the following apply:

  • Only one school in the LEA

  • All schools in the LEA are Title I schools

  • Only one school per grade span in the LEA 

Please review the updated guidance to learn if the LEA is partially exempt from the SNS requirement.


Resources:

Supplement, Not Supplant Guidance

Examples of compliant items:

 

Report Card Information to Parents and the Community

Note: The LEA may provide a link and explicit instructions on accessing its specific information on the OSPI Report Card website. However, because there may be parents or community members who do not have access to the Internet or a computer, an additional non-digital notification method must also be used.

 

A. Evidence of how annual LEA report card information is disseminated and explained:

  • to families with children enrolled in the LEA, and
  • to the larger community (e.g. newsletter, website, email).

 B. One of the following:

  1. Indicate in the comment box that the LEA uses OSPI’s report card to satisfy this requirement; or
  2. Copy of customized LEA report card information provided to families.
    If LEA provides its own report card, it must include:
  • State assessment data for LEA.
  • Disaggregated Student Achievement Data on state assessments.
  • Participation rates on state assessments.
  • NAEP assessment data or a link to the NAEP data website.

Resources:

State Report Card

The National Assessment of Educational Progress (NAEP) is a representative survey of student achievement in core subject areas. It provides useful information about student academic achievement at the state and national level. There is no LEA-specific data in this report.

Learn more about NAEP here: National Assessment of Educational Progress (NAEP)

LEAs may use this link to share NAEP assessment data with families and the community:  NAEP Results

Examples of compliant items:

 

A. Completed School Improvement Plan Summary: 95% Participation Rate for each school (regardless of Title I, Part A funding) not meeting the 95% student participation rate for state assessments administered during the 2018–19 school year. Include the student groups not meeting the 95% participation rate and the school’s plan for improving the participation in each of those student group. OSPI's Template Coming Soon


B. N/A if marked by OSPI staff.


“If a school does not meet the 95 percent participation, this issue must be addressed in their school improvement plan. The plan must address any population of students (the “ALL” and/or any subgroup) that are not meeting the 95 percent participation rate. The plan must include goals and actions a district or school will take that will ensure that 95 percent of the students will participate.” (WA ESSA Consolidated Plan, page 48-49)

Resources:

Washington’s ESSA Consolidated Plan

See page 48-49

Examples of compliant items:

 

A. Describe the process used to identify out-of-district private schools that have indicated they want to participate in Title I equitable services and may have eligible district students.

 

B. If applicable, provide evidence of communication with out-of-district private schools that have indicated they want to participate in Title I equitable services and may have eligible district students. (Evidence can include emails, letters, meeting notes.)


Resources:

Private Schools Participation

Examples of compliant items:

A. Dated copy of current board approved LEA parent and family engagement (PFE) policy with the Every Student Succeeds Act (ESSA) language.

 

Examples of Evidence:

Policy Participation

B. Copy of dated parent notification inviting parents to participate in development of PFE policy/procedures.
 

Examples of evidence: 

Letter, community newsletter, local community newspaper, mailer, email (email alone will not be considered compliant – LEAs must use an additional form of notification when notifying parents about their opportunity to participate in the development of the policy).

 


Resource:

LEA and School Side-by-Side Required Policy Components.

Examples of compliant items:

A. LEA total allocation is less than $500,000 – this is not applicable.

B. Evidence documenting parent input on decisions about how funds will be used for parent and family engagement activities.

 

Evidence must include all the following: 

  • Dated meeting announcement.
  • Dated and labeled agenda.
  • Sign-in sheets.
  • Detailed recommendations.

C. Description of how LEA incorporates parent input into the LEA/school’s use of funds for parent and family engagement.

 


Examples of compliant items:

A. Description of the LEA or school’s process to ensure OSPI’s Federal Program complaint procedures are distributed to parents of students in a Title I, Part A school.

 


Resources:

Chapter 392-168 WAC Special Services Programs-Citizen Complaint Procedures for Certain Categorical Federal Programs:

Citizen Complaint Webpage 

English | Russian | Spanish | Vietnamese 

Examples of compliant items:

A. Dated copy of notification (e.g. handbook, newsletter, or letter) to parents that they may request information regarding the professional qualifications of their student’s teachers and paraeducators (must be provided to parents/families at the beginning of school year).


Resources:

Notification to Parents Template

Examples of compliant items:

LEA Level

Required Strategies

A. Description of how the LEA’s Title I, Part A leadership supports principals in participating schools to implement the required strategies (see below items 1-3).

School Level

Required Strategies

B. Description of how the school implements the required strategies named below.

  1. Provide training on these topics:
    1. How to monitor a child’s progress
    2. How to work with educators
  2. Help parents understand state academic standards.
  3. Parent and Family Engagement professional development to raise awareness and build skills among teachers, pupil services personnel, principals, and staff related to outreach and communication, and ways to work with parents as equal partners.

Resources:

Required Strategies to Build Capacity 

Examples of compliant items:

A. Copy of current dated school parent and family engagement policy/plan with all required elements.

B. Description of how school ensures parents participate in the development of the school parent and family engagement policy/plan.   

C. Description of how the school distributes to parents the school’s PFE policy/plan.

D. Description of how the school provides timely information to parents about the school/LEA’s curriculum, required state/LEA assessments, and the achievement levels students must meet.

E. Evidence of annual Title I, Part A meeting for parents of students to inform them about their rights and about the Title I, Part A program.

 

Evidence must include all the following: 

  • Dated meeting notification,

  • Dated agendas, and

  • Dated sign-in sheets.

Resources:

LEA and School Side-by-Side Required Policy Components

 

Examples of compliant items:

A. One copy of a, current, signed and dated school-parent compact with all compact requirements. 

  • Lists the activities and strategies the school will provide to build partnerships.

  • Includes an area for parents or students to address any specific activity or strategy.

  • Addresses the importance of regular two-way, meaningful communication between family members and school staff and, to the extent practicable, in a language that family members can understand.

  • Contains information on how to communicate with the teacher and other school personnel if parents have questions.

B. Upload a brief description on how and when the school staff goes over the school compact with the student and parent.

 


Resources:

School Parent Compact Information School Level Section 

Examples of compliant items:

 

 

A. If applicable, provide two examples of translated documents the school makes available to parents/families in a language and/or format they can understand.

Evidence may include:

  • Handbook, dated meeting notification, dated agendas, newsletters, report cards, progress report, school-parent compacts, packet of information, etc.

B. Describe how parents without access to the internet/computer receive the information in other formats, such as a hardcopy, if the school uses email to disseminate information such as the PFE policy or meeting notices.
C. Describe how the school provides opportunities and times to engage parents and families in meetings, activities, trainings, conferences, etc.


Resources:

Effective Communications with Families LEA and School Role

Examples of compliant items:

A. Copy of current, dated schoolwide plan that includes the required four (4) components below:

Required Components

  1. Needs Assessment
  2. Schoolwide Reform Strategies
  3. Activities to Ensure Mastery
  4. Coordination and Integration.
    • This component must include the matrix or table showing the programs, amounts of funding for each program, and intent and purpose of the funding.
    • Matrix template

Resources:

OSPI Schoolwide Programs and Templates

Title I, Part A Program Guide  See page 13

Title I, Part A:  A Fiscal Handbook  See page 18

 

Examples of compliant items:

A. The LEA uses the optional Plan, Do, Study, Adjust format and includes the evaluation in the Adjust section, or

B.  A description of the annual evaluation that includes the following elements:

  • Name of the Title I, Part A school.
  • Date of the most current Title I, Part A program evaluation.
  • Identification of how and who is involved in the process.
  • Review of strategies and best practices that impacted student achievement.
  • Evaluation data that supports the program effectiveness and a summary of the findings.
  • Probable changes to the program based on the evaluation.

Examples of compliant items:

A. Principal and/or staff provide written description of the targeted assistance program that includes the required 6 elements below. If the school used the OSPI targeted assistance template or other plan, please upload a copy.

 

Required Components

  1. Comprehensive Needs Assessments
  2. Identification of Students
  3. Practices and Strategies
  4. Coordination and Transition
  5. Parent and Family Engagement
  6. Professional Development

B. Current, dated rank-order student list (based on multiple, education-related objective criteria) for each targeted assistance school being monitored.

C. Evidence that the targeted assistance program has entrance and exit procedures.


Resources:

OSPI Targeted Assistance Programs and Templates

 

Examples of compliant items:

 

A. The LEA uses the optional Plan, Do, Study, Adjust format and includes the evaluation in the Adjust section, or

 

B.  A description of the annual evaluation that includes the following elements:

  • Name of the Title I, Part A school.
  • Date of the most current Title I, Part A program evaluation.
  • Identification of how and who is involved in the process.
  • Review of strategies and best practices that impacted student achievement.
  • Evaluation data that supports the program effectiveness and a summary of the findings.
  • Probable changes to the program based on the evaluation.

Examples of compliant items:

Preparing for LAP Consolidated Program Review (CPR)

The Office of Superintendent of Public Instruction (OSPI) staff may request documentation for additional buildings based on initial review. Unless noted below (item 2.2), please follow these directions for determining building level evidence.

Desk Review

LEAs with student enrollment of 5,000 and under
Submit documentation for up to 3 LAP schools with the highest PPE. 

LEAs with student enrollment of 5,001 and over
Submit documentation for up to 6 LAP schools with the highest PPE.

On-Site Review

LEAs with student enrollment of 5,001 and over
Submit documentation only for the buildings identified by OSPI for on-site reviews.

LAP CPR Items with Examples

A. List the best practice(s) from the Menus of Best Practices the schools are utilizing for LAP services in English language arts, mathematics, and/or behavior by school.

B. Describe the LAP program(s) for English language arts, mathematics, behavior, and/or graduation assistance implemented by school. If multiple LAP programs occur, describe each.

Questions to consider for A and B:
What is the frequency and duration of services provided to students?
What grade levels are served?
What is the focus of service and how is that focus determined?

C. Provide evidence of the process the LEA uses to ensure schools are implementing the Menus of Best Practices.

Examples Coming Soon

A. Provide an expenditure report for each building receiving a high poverty school-based allocation in the 2018–19 school year. The reports provided must show the amount of high poverty school-based funds allocated to the building, expenditures, and the amount remaining.

B. Provide an LEA chart of accounts, which includes location and program account codes.

Note: Demonstrating that buildings received their school-based LAP allocation is done so by showing the amount budgeted to each building. Providing a report with only LEA expenditures does not sufficiently demonstrate compliance with this requirement.

Examples Coming Soon

A. Provide evidence of the process used to evaluate LAP program effectiveness. Include evaluation results and the modifications made to program(s).


Questions to consider:
How are services reviewed for effectiveness?
Who is involved in the review?
How often are modifications made to services provided? How is it determined if a service is effective or needs modification?
How do you ensure educator effectiveness within the implementation of services provided?

Examples Coming Soon

Tags: 
Fairness in education