2025-26 Federal Program Compliance Program Monitoring Validations Process Virtual Statewide Training

001Hey, good morning everyone. My name is Haime Werta. I am the senior division director in the federal program compliance division. Thank you for joining us for the 2025 2026 program monitoring validations process statewide virtual training. We're going to start out with some uh presentation norms and then we will continue. Before the training begins, let's briefly go over today's session norms to ensure everyone is aware of the various features available to attendees within the Zoom webinar platform. This session is being conducted in a Zoom webinar format, meaning that you will not be able to share audio nor video with each other or with the presenter. Closed captioning in the form of a live transcript and subtitles that are automatically generated by the Zoom webinar platform will be available at today's training. To access the closed captioning

002features, locate the closed captioning live transcript icon on the Zoom menu bar and click on it. The menu will provide you the options to show subtitles, view the full transcript as a training takes place, and additional subtitle settings. If you would like to ask a question, you will be able to type it in the Q&A window. The Q&A window can be accessed by clicking on the icon on your Zoom menu bar. That wraps up the session norms for today's training. Enjoy the training. All right. And a couple more uh training norms. Here we have our legal disclaimer. Um this presentation is intended solely to provide general information and guidance. Um the content I reflects our most current understanding of statute and applicable federal guidance. Uh the content of this presentation is subject to change as

003a result of future guidance and or other updates provided by federal agencies with regulatory oversight of these programs. This presentation does not constitute legal advice and entities are therefore advised to seek legal counsel regarding the information and guidance provided in the presentation before acting upon the information provided. Additionally, TEA does not permit third-party recording of or the use of artificial intelligence summary services during its grant related trainings. Attendees of our grant related trainings may not use AI services, language models, applications, interfaces or assistance to attend, review or record the uh trainings. TEA further prohibits any person or entity from using the information included in its grant related trainings to train AI technologies. Any attendees of TEA's grant related trainings who violate this prohibition may be removed from the trainings and may be barred from attending

004future grants related trainings. So, if everyone could please check in, I know we've been uh sharing the check-in link um in the chat, but if you could please um let us know you're here by uh completing the presentation check-in form. I see our numbers growing a little over 400, getting close to 500. So, hopefully we'll have that many presentation check-ins. So, if you could please select uh today's event and complete the form and we would we'll go ahead and move on. So, I wanted to start off by um introducing uh our team, our small but mighty team uh in the federal program compliance division. Today's training will cover uh the program monitoring process or program monitoring validations process for the federal programs that are administered within our division. So um in our division I have

005we have Dee Garcia who's our assistant division director and also the state director for title one part C title 5 parts A and B. We have Lenitra Guest who's the program director for title 4 part A and ESSA private nonprofit school equitable services and she also serves as our embudsman for private nonprofit school equitable services. We also have Ialia Ivanz who is our program director for title one part C title 5 part A unsafe school choice option and persistently dangerous schools. We have Nez Pawa Jimenez who's our program director for title five part B and our program coordinator for title one part C. Herardo Ramirez who is our program director for title one part D and title 2 part A. Victoria Ria who is our program and project coordinator and also uh coordinates all our

006work related to the smart sheet work app system. and then Vivian Smurl, our program director for Title One Part A, Edlex and Supplement Not Suppl. If you ever need to contact us, um you are able to and you don't know who to contact, we have a nice nifty contact sheet that provides all the programs that um we support within our division with telephone numbers and email addresses for everybody. Also, um you can also uh just provide uh send us an email if you have a question to ESSA support tea.ex.gov. Again, this uh this contact sheet is available in your handouts. Um that's the other thing I failed to mention, but handouts have already been posted or the slides have already been posted and the link has been shared um in the chat. So, we hope

007you can follow along with that. Again, for questions, please make sure you put your questions in the Q&A window. Um, that's where we will be responding to uh questions as we go through the training. Um, we have uh aotted some time to get to questions. So, please um go ahead and put them in the Q&A and as we go through the presentation, I'll uh work on addressing your questions. So now that we're done with all those introductions and disclaimers and you know all that all the meeting norms, we'll go ahead and get started. So during today's training or after today's training, we hope that you will have gained a better understanding of our 2025 2026 program monitoring validations process, the key dates, and the resources that will become available to assist school systems in preparing

008for participation in this process. So, our approach in the federal program compliance division has always been rooted in customer service, using data to drive decision-making, and in the in the spirit of continuous improvement. We never want you to feel that we are being punitive or that this is a way of of being a gotcha requirement. We, you know, we want to make sure that we're working in the spirit of continuous improvement. And just as we at in the federal program compliance division um have things that we can improve upon and work on, we know that school systems also are in that um continuous improvement environment and system and process. And we hope that again this process is to further strengthen your processes, your uh internal controls as it relates to administering the various federal programs

009um that school systems are responsible for administering when they accept uh the federal funding. In the federal program compliance division, we have three primary uh responsibilities. We are responsible for providing technical assistance to the field. Um that's to school system, education service centers, private nonprofit schools, and the public. Um we also provide training such as today's training. Um but today we're going to be focusing on our program compliance monitoring function. Um which again this is our main uh program monitoring activity. We have others but again this uh the validation process is our main pro uh subreient programmatic monitoring activity. um that's been accepted by the US Department of Ed. Um a little more on that. Um so again, states are required to uh monitor their subreients um on the fiscal side as well as on

010the programmatic side. And that's what these reviews are are primarily uh programmatic in nature. And so, um, we're fulfilling our responsibility as a pass through entity of federal funds, um, by conducting this, uh, program monitoring validations, uh, review. So, we're going to start off with a brief overview of the process and our timelines. Um, and so today, this is what our training agenda is going to look like. Um, we're going to start with the programs that are included in the monitoring process, school system selection. We'll go over the program requirements that were selected. Um the year of documentation that we are reviewing, a timeline, how we're going to notify school systems that they've been selected, which uh you know after the review, what happens, what what compliance statuses are assigned. We'll talk a little bit

011about the documentation submission platform tips and instructions for submitting documentation and then we'll end with some resources. So if you are familiar with the process last year uh 2425 was our first year of our redesigned process. Um we continued with the same program. So if you were you were familiar with last year's process, the programs have not changed. We are still going to be monitoring title one part A, title one part C, title two part A, title four part A, title one part D subp part two and private nonprofit school equitable services. The review again similar to last year will be a consolidated review of all programs being monitored. Now, the change here is that um we last year we said we were going to implement a 5-year rotation schedule and we have increased that

012to a six-year rotation schedule. So, each school system that is selected to participate will be selected once within the six-year period. Um and we have this caveat here to share. Again, last year we shared that it would be a five-year rotation. And we have made an adjustment to that um just to ensure that um our staff is able to review uh the documentation for the number of school systems and programs um that we're collecting documentation for that review on. So now we're going to talk a little bit about school system selection or go over what that looks like. So, school systems that applied for federal funding via their 2425 ESSA consolidated application, and that's whether you applied as an independent project or as a member of a shared services arrangement, um you're going to be

013selected to participate uh well, if if you applied in 2425 for any of the following programs, then you your school system will be in the selection pool. Title One Part A, Title One Part C, Title One Part D Subpart Two, Title Two, or Title 4 Part A. Now, school systems that participated in last year's process will be excluded from the pool for 2526 and through the end of the six-year rotation. Those school systems that are uh selected to participate will be required to submit their documentation from 2425 for any of the programs again that they applied for either as an independent project or as a member of a shared services arrangement for the following programs that we are reviewing now. school systems that reported that they were not in compliance for a school system at

014one program for at least one program compliance selfch check item for any of the programs that are part of the PMV process on the 2425 consolidated compliance report will be excluded from participation in the validation process for that particular program in 2526. So again, and we'll go over some scenarios that kind of show us what that process looks like um for selection. School systems that redirected 100% of funds via funding transferability and/or REAp in 2425 will not be required to submit documentation for the programs in which funds were redirected out of. Um and this is only applicable to title 2 part A and title 4 part A. So let's take a look at um some scenarios of what this looks like on our end when we're selecting school systems to participate. So the first thing

015we're going to look at is uh this is an example of one school system that is selected to participate. Um this school system applied for funding in 2425 for all the programs that we're reviewing. Title 1 A, Title 1 C, Title 1 D, Title 2 A, Title 4 A, um, and PMP on their compliance selfch check responses for 2425, they all report they reported that they were in compliance with all the program self-check requirements for each of the programs listed. So therefore, as part of the 2526 process, they will be required to submit documentation for one requirement selected by TEA for each of the programs. So again, this this would be the most that an LEA would be required to submit documentation for. Um that's they applied for funding in 2425 for all the programs,

016they reported in compliance. Um, and then they're they'll be uh required to submit documentation for each of the six programs. In this next scenario, we're going to throw in some not in compliance responses and maybe some that some programs that they did not apply for funding for. So in in this example, this school system did not apply for migrant title one part C and did not have any private nonprofit equitable services provided or schools participating um in equitable services private schools. So, for the self-check responses, um, they reported they were in compliance with title 1A. For title 1 C, since they did not apply for funding, they weren't required to submit self-check responses. So, that's not applicable. For title 1D and title 2A, they reported in compliance. For title 4A, they had at least one

017requirement where they reported not in compliance. And then for private nonprofit equitable services, uh because they did not have any participating PMPPS, it's not applicable. So for this school system, they will only be required to submit documentation for that one requirement selected by TEA for title one part A, title one part D, and title two part A. So the next So I have a couple of questions before I move on to the next scenario. Um there's a question is a six-year rotation per program within ESSA or by the LEA regardless of the program monitored. Um it's uh it's it's within ESSA. So once the school system is selected once in that six-year period um regardless of how many programs they participated in like for example in this last example um they reported not in compliance

018for title 4A so therefore they wouldn't submit documentation in this year that doesn't mean that now they could be selected for title 4A in a subsequent year they're already out of the rotation and they will come back into the rotation when we start uh year one of the next rotation cycle cycle. There's a question, how do you know if your district is selected? Um, we will be posting um a list of those ELEAs that were selected um on the date um that that um that we uh share the the notification of selection. So, I'll share that a little bit later in the presentation. So, scenario three, um, here's where we're throwing in some, uh, information related to school, this school system, uh, redirected 100% of their funds, uh, via the rural education achievement program or

019funding transferability. So, if you look here, um, we have this district applied for title 1 A funds, title 1 C funds, title 1 D funds. They also applied for title 2A funds, but they redirected 100% out of title 2 and into another program. Um, and in title 4A, they applied and they also had private school uh participation. On their self-check responses, they reported that they were in compliance with Title One Part A, not in compliance with Title One Part C, in compliance with Title 1D. For title two, we do we won't look at the compliance selfch check responses and because they're not required to submit those because they did not operate a title 2 program because they redirected 100% of their title 2 funds into another program. For title 4A, they reported in compliance and

020for private school equitable services they reported in compliance. And so this school system in this example would be required to submit documentation for title 1A, title 1D, title 4A, and private school equitable services. So again, this is this is just a scenario. And again, this six-year monitoring cycle is only for this particular process. Um, we know that there are several ESSA programs that are outside of our division. Um, they have a separate monitoring cycle. Um we do share our list with the federal fiscal monitoring division. Um and we will be sharing our list with the federal program compliance officer as well. Um so that they know which systems are uh being selected to participate in our monitoring process um you know for coordination and monitoring activities. So before we move on, I know there's more

021questions there uh in in the Q&A. We had had several changes in staff. How can an ISD review the last time they were selected? So um last year was the first year of our new cycle. Um so one one way that you can verify is if you log into the smart sheet work app system. Um you would see that your school system would have access to the program monitoring validations work app. Um we have uh transitioned some of that to an archive. So if you go into the archive folder you could see that. Um and also we can uh we have a list of the current school systems uh that were picked or selected for 2425. Um I can post that um link in the chat um later on uh towards the end of the

022training. Um there's a question about a desk audit for title 4. Um uh yeah, desk audits or the fiscal reviews aren't included. This is part of the program monitoring validations process. So, um, if your school system participated in the program monitoring's validation system last year, um, then that's part of the six-year cycle. Um, there's a question, if our LEA is part of the ESCsa and our LEA is selected for monitoring, our LEA still responsible for the data or will the ESC take care of that on behalf of the LEA? So that would depend on your agreement with the uh fiscal agent of the shared services arrangement. Um you as a LEA or school system will be notified that you've been selected and you would work through your uh shared services arrangement fiscal agent to determine

023who is responsible for submitting the documentation. Um the there's a question if selected in 2425 for the PMV or 2324 is a six-year rotation in effect. The redesign program monitoring validations process started in 2425. So if you were selected in 2324, you are now part of the new 6-year rotation period. Um and you will be required to participate um in in 25 26 26 27 through the this current six-year rotation. Um the only one year that's part of this new process were those that were selected last year in 2425 to participate. Okay, moving on. Great questions, by the way. Um, so let me clear out some of these questions so that I keep a current list. Okay. So, for the number of school systems that are going to be selected to participate statewide, we have

024uh approximate and then again these are approximate numbers because we haven't completed our selection process, but we're looking at 187 school systems. Um, of those we're looking at all 1877 of them that are selected would have uh applied for title one funding. So um 187 would uh participate in the title one review. Um of those 187 59 would also have a migrant program or title one part C program. Nine would have a title one part D subpart 2 program. 96 would have a title 2 program. 80 would have a title 4 part A program. And around 33 would have a private school equitable services uh participation. Again, please note that the numbers are estimates and not the actual number of school systems selected. We cannot finalize it until compliance reports for have been submitted and

025that window doesn't close until September 30th. If you're familiar with last year's process, last year we had 235 LEA selected. Since now we're moving to a six-year rotation, that's the reason the number has uh decreased a bit. So, now we get to the questions. I know I was trying to answer questions in between, but again, I'll see if we have any new questions. Um, there's a question about ESSA includes Title 3 Part A. We notice that program is not listed as part of PMV. When and how is that ESSA program monitored or validated? So, uh, Title 3 is not administered in our division. Um, it's administered in the special populations area. So, um I would defer to uh that program area and Ricky Santana um to provide any um information related to that monitoring process.

026Okay. So, now we're going to talk a little bit about the program requirements that are that were selected. Again, this is an overview, so we're not going to go into the specifics of each program requirement. Um there's there will be training resources that will be posted uh for that. Um so again this is just to give you information about the requirements that that will be selected for each program. So it's important to note that all the program requirements that are selected as part of our process are requirements that are included in the program specific and ESSA provisions and asurances. Um when school systems apply for federal for these ESSA federal funds um the first step in applying for the funds is agreeing to all the program requirements. And so the school system u official a

027school system official usually it's a superintendent has to submit what we call the SC50003 which is a formula grants consolidated schedule. And in this schedule um in order this schedule or this form has to be completed in egrants um in the teal application system in order for the ESSA consolidated federal application to be able to be opened and for school systems to apply. So again this is the first step in the process. Um, so if you applied for federal funding, your school your school system official certified and submitted this uh schedule um advising TEA that they were going to comply with all requirements um of the grants. And so it's really important that if you manage or uh administer federal programs that you're very familiar with the program specific and ESSA provisions and asurances along

028with all the other uh program guidelines all that that's here. But again I wanted to be very clear that these are not new requirements. These are not um requirements that we just make up. um they're requirements that are actually in federal statute and that your school system has agreed to um to comply with at when they when they uh apply for the federal funds. Um and that certifying official is usually a superintendent or their design. Um, the other thing I wanted to reference is when we look at the compliance report responses, we are looking at the 2425 consolidated compliance report that are currently being submitted. Again, like I mentioned, the due date is uh September 30th. Um, and so I'm kind of highlighting here the different uh schedules or the compliance reports, not the schedules,

029the actual reports um that we're looking at to see uh if an school system reported that they were in compliance or not in compliance. And the reason that we exclude school systems that reported not in compliance is because school systems that report not in compliance are already receiving points added to their risk assessment. and so and they've self-reported that non-compliance. So again, we don't want to provide, you know, double points or we already know that there's non-compliance. And in the compliance report, we also ask that school systems let us know how they're coming into compliance um if they're not in compliance. And so um that's why we exclude those from participation uh those programs for participation if your school system is selected. So, moving on to the number of requirements um for the different programs,

030we have multiple requirements we're looking at. However, when um a school system is selected to participate, they're only selected to submit documentation for one of those requirements and that requirement is determined by TEA. So when school systems are notified, they will be notified which programs they're required to participate and submit documentation for as well as the particular requirement that they're required to submit that documentation for. So for title one part A, we are looking at six statewide requirements. Um and again only one will be selected per school system. For title one part C, we're looking at three statewide requirements. Title 2 Part A4, Title 4 Part A3, Title One Part D Subpart 21, and Private School Equitable Services 3. Now, the number of program requirements selected may vary from year to year within the six-year

031monitoring cycle. Uh, for example, last year in Title One Part A, we only looked at five statewide. This year, we're looking at six. Um, so again, the number can vary. Um, for private school equitable services, I believe we looked at four or five last year. We're now looking at just three this year. So again, the number of requirements could vary within the six-year monitoring cycle. So these are the requirements uh by program that we have selected to um uh monitor this year. Um, I want to just mention that either we changed requirements or added new requirements based on findings or recommendations made by either a state audit, a federal audit or a federal monitoring performance review. Um, that's the reason why we've added or made changes to the requirements. So for title one part A,

032we will be looking at campus allocations, parent and family engagement policies. For this requirement, there'll be a a the school system will be selected as well as one title one campus. We're looking at the school system title one program plan descriptions, a schoolwide program plan stakeholders for one schoolwide campus, targeted assistance program student eligibility criteria for one targeted assistance campus um in your school system, and then the supplement not supplant methodology for title one part 8. For title one part C, we're looking at the migrant parent advisory council requirements, program evaluation, and records transfer. For title one part D subp part two, we're looking at program evaluation. For title 2 part A, we are looking at alignment with the challenging state academic standards. And this review has always included whether the documentation submitted is allowable

033use of title 2 funds and supplement not supplant. We just wanted to be a little more transparent that when you submit documentation for this requirement and the next one we are also looking at whether that documentation um provided is for an allowable use of title 2 funds and that it meets a supplement not supplant requirements. Uh we're also looking at school system use of funds for evidence-based activities, meaningful consultation of stakeholders, and prioritization of funds. For title 4 part A, we're looking at consultation of stakeholders, evaluation of program effectiveness, and description of programs and activities. For private nonprofit school equitable services, we are looking at the school system documented PMP equitable services amounts. um timely and meaningful consultation meetings to include PMP affirmations of consultation. Um this we we usually have monitored over the last

034couple of years timely and meaningful consultation meetings. However, to consolidate our review process because we also conduct a PMP affirmations review, um we will now be incorporating that review into this program monitoring validations process so that school systems don't get multiple picked for multiple reviews by our division and we're kind of again consolidating and streamlining those reviews to coincide with our program monitoring validations process. And then the last requirement for PMP is school system inventory control PMP purchases for equitable services. So before we move on, I know we have a couple of questions. So let me go through those questions now. If the ESA compliance report was submitted in the finance department found corrections, can I still amend the report and resubmit? Um yes, you are you are able to amend your consolidated compliance report.

035Um, you want to make sure that you amend it and submit it before the due date of September 30th. Since Title 3 PMV is not included in this, will it also follow the six-year rotation? Again, I would need you to reach out to uh Ricky Santana to get additional information on the monitoring process for Title 3. Um, I I wouldn't be able to confirm. Um, well, I know that since it's not part of our review, it the six-year rotation wouldn't apply. It would be whatever rotation or process that title 3 has for their monitoring. If an LEA reports non-compliance in one of their compliance questions in title 1A for 2324 reporting, will the LEA be selected automatically next month for its 2425? Um, clarifying my previous question above. So we are currently looking at only

036the 2425 responses to determine whether a school system would be selected um to submit documentation. So 2324 data we are not looking at um we're looking at 2425 data cuz that's the year of documentation review that we're looking for. There's a question about a error with the compliance report. If you could please email us at essup support at tea.t texas.gov um we can definitely assist you with that uh question. There's a question on for schoolwide program mentioned is it looking at the entire schoolwide program plan or specifically stakeholder documentation? Uh we're looking at specifically stakeholder documentation for that stakeholder involvement in the process. Um there's a question on PMP inventory control. Please elaborate. Um as we get to some of the resources, we can definitely I can point you in the direction of where the

037specifics of what we're looking for as it relates to inventory control. Uh again, I'll show that a little bit later in the today's training. It looks like those are all the questions so far. So now we're going to move into the documentation that is requested. So we want just want to make sure that that you know that documenting overall compliance for a program requirement requirement may require several forms of documentation to be maintained locally and available upon request by TEA and or an auditor. Um to ensure overall compliance with all those program requirements and the documentation required, you want to reference our program related resources such as a program guide or our program compliance selfch check guide because that's going to provide all the documentation that you as a school system would need to maintain

038locally. this uh the scope of our documentation review is pretty narrow uh based on our staffing and our capacity to uh conduct these reviews statewide. So therefore, we just want to be upfront that we may be we may just be asking for one or two pieces of documentation. Um however um there may be additional documentation that you would be required to maintain locally for you know for tea or an auditor um for future reference. But again we just want to be sure that we advise you that some of the documentation we're collecting may not be inclusive of everything you should be maintaining locally. Um and we're just we're just asking for specific information to um do a review of what you have submitted. So as I mentioned previously the documentation requested for review by TEA

039will be prior year documentation that is documentation of compliance for the 2425 year. Um and we will also review as I referenced the 2425 school system compliance report selfch check um responses that were submitted um in the report that is due by September 30th. So, now I got to the questions. I know I answered some later uh earlier, but now let's see what else we have. Um there's a question on can TEA recommend a website to use to document evidence evidence-based purchases or training. Um I know the federal government has what's called the what works clearing house. There's a lot of research related data on that website that provides a lot of evidence-based uh studies on various uh uh activities and evidence-based um professional development training. So that might be a good starting point. Um

040the recording of this post will be posted within the next two weeks and then documentation that should be kept and for how many years? So you're going to want to keep documentation for the records retention period um that is uh allowable per state and local uh uh processes and procedures. Um, and again, that could depend on, you know, is if if your local policy for records retention is more restrictive than the state or federal. Um, then you would want to make sure you're following the proper records retention period. Uh, for our purposes, we're looking at documentation from the prior year, immediate prior year. Um, and the program compliance selfch check guide. if one of my staff members can uh post that link in the chat. Um there is really helpful information for the requirements that

041we are looking at in the compliance report that provides the documentation that should be maintained for each of the program requirements. And additionally later when we get to resources, I'll show you the documentation that we're requesting that be submitted um for each of our uh requirements. And then have the program validation guidance documents been updated for 2425? That is something I was going to share that's hot off the press. Our validation web page uh resources web page went live yesterday. Um it does have the new guidance documents for 2526 and it has the training slides. Uh the training videos will be posted by October 13th um right before we open up our process. But for now, you definitely already have access to um the training slides and the guidance documents. So you can look through

042those and we'll be looking through those later on when we get to the resources section of this presentation. So great questions. Keep them coming. Okay. Now, we're going to um look at the timeline. So, school systems will be notified that they have been selected to participate on October 20th. Between October 21st and November 14th, our education service centers that are located regionally throughout the state will be offering and providing training to eleas selected to participate in this process. Um and then during October 21, 21st through December 18th, um education service centers will be offering and providing technical assistance to again school systems that were selected in their regions to participate in this process. The due date for the documentation to be submitted is December 19th. Then TEA will complete their documentation review in mid-March. We

043will meet with our ESC counterparts to discuss preliminary results between the end of March and midappril and then we intend to notify eleas or school systems of their results by May 1st. So again in a nutshell this is the timeline for the process. So school system notification of selection will come in the form of of an autogenerated email from our smart sheet work app system. School system contacts that are part that have access to the work app will receive the email and in the email we will also share who re who at the school system received the email so that everybody knows who got that email. Um the official notification letter attached uh in the work app system will provide the programs and the program requirements that were selected for your particular school system. So

044the email is going to give you instructions for how to download the not the official notification letter. So, it's important that when you when that email is received, you would log into the Smart Sheet system to access the actual letter notifying you of selection because that's going to include, like I mentioned, the programs and the program specific requirements. On October 20th, we will also send out a statewide news bulletin letting everybody know that eleas that were selected have been advised. Um, we'll also kind of reference our resources and by that time we will have already we'll publish a list of school systems that were selected. Again, full transparency um of who was selected for that process. So um that'll be available on the program monitoring validations web page. The letter looks something like this. Um

045the first page will be just a general information about the process and a links links to the different resources. And then the second page is the page that has all the information related to the programs selected uh for review um at your particular school system. So we're going to take zoom in a little bit. Um so this is kind of what it would look like. Um all all six programs will be noted on the second page. This is kind of cut off so that I could kind of zoom it in and we could take a look at it. So on the first column, programs reviewed, um you'll have all six programs there. In the second column, it'll say participation. That's where uh it'll show whether your school system is required to participate or whether it's

046not applicable. In the next column, we provide the program requirement. um where in the ESSA statute that requirement is and we provide a link to the program specific guidance document that has all the information related to the review and then only for title one part A if the requirement requires submission of campus data we will include the campus number and the name of the campus for which that requirement uh for which documentation needs to be submitted. So for example in this uh example that you see on on the screen for title one part A this school system was selected for the written parent and family engagement policies. Um so the school system will be required to submit their school system policy as well as a policy for sample elementary or whichever campus is noted there

047on that last column. Uh for all other programs there is not a campus component. So um it'll say not applicable. Now, one of the things we want to make sure we reference is that because uh the Smart Sheet Work app system autogenerates these notification letters. Um there's a a little I guess glitch if you will. Um where you'll see that it's not a live link. The link at the bottom that has the guidance document web link, that's not a live link. Um, so you would need to copy uh and paste that web link into a web browser um to get access to that link. So again, you you will want to copy and paste that once you um receive that or download that document to your uh computer. So uh again, I'm going to go

048through briefly how to access the school system notification of selection letter. This is these are just screenshots. However, we have great news. Um, we will be uh publishing a Smart Sheet Work app uh video, instructional video where we're actually going to take you through the work app system and you'll be able to actually see us working in the Smart Sheet Work app environment, showing you how to access all this information, how to submit your documentation. Um, so that video will be posted once all our resources are available um and by October 13th. So, this is again just a quick run through of how to access the letter. So, you'll want to log into the Department of Grant Compliance and Administration work app system and the link is is right there. Once you log in, you're

049going to want to click on the Federal Program Compliance Division program monitoring validations work app tile. If you can't see that particular work app tile, you're going to want to click on that small diamond icon because that'll show you all the work apps that you have access to. So again, if you don't if that doesn't appear as soon as you log in, this is just a little tip on possibly accessing um on being able to access all the work apps that you have access to. Then you would select 2526 school system notification of selection letter on the left menu bar or pane um of the smart sheet work app system. Once you select that, um it's going to show you um the line where um you can click on your school systems name and then

050the letter will be attached in the attachments tab. Um you click on the letter, you'll be able to download it and access access the letter on your computer. So we have questions about how do we get access to the app? I only have the archives program monitoring validations. So that's good because um right now that's all we have are the archives. Um once this new process goes live and eleas are notified of selection that's when this work app tile will become available to school systems. So currently, again, if you only have access to the archives, that's where all the prior year data is currently housed. Okay, we don't have any other questions, so we'll move right along. So once you've submitted your documentation, um our program staff will be reviewing that documentation. It goes through

051a two tier review. goes through a program director review and then supervisor review. Um and so after the documentation's reviewed um we will be assigning a compliance status. So there are three compliance statuses that will be assigned. Either you met requirement which means that the documentation submitted um met all the requirements as requested in the guidance document and so the review will then be closed out upon school system notification of results. So once you've been notified of those results um it'll be the review will be closed out and you will have met your programmatic requirement monitoring uh within the six-year cycle. And again, this uh compliance status will be assigned for every program that you participate in the process for. So, if you had to submit documentation for six requirements, you're going to get six

052different compliance statuses. Um, and it'll be one of these three. The next compliance status that we added last year as part of our redesign process was one that we call approaching compliance. Um, so this one is for documentation that was you know, was almost at compliance level. Um, and it was determined that, um, we could work with the school system to try to get come into compliance and look at a plan for establishing that compliance um, and and and kind of move on in the process. So, if your school system is assigned an approaching compliance status for one of the programs, you are going to be required to respond within 20 calendar days with a plan for establishing compliance. And that's after you've been notified of results. Um, TEA will review that plan and approve

053the plan for establishing compliance. If the plan is not acceptable, then the school systems compliance status is going to be revised to improvement needed. If the if we are approve of the plan, we review and approve the plan, then the compliance status will remain approaching compliance and the review will be closed out um at the time of notification that we have accepted the the school systems plan. It's important also in that letter you'll receive saying that we've accepted the plan is that you keep your documentation readily and available to tea and an auditor showing how you um met the requirements of that plan to establish compliance. So again you'll approaching compliance you respond within 20 calendar days we review that and then we close out the review if we accept the plan. If we do

054not then you're uh assigned a pro improvement needed and at that time then what the improvement needed status uh conditions will take place. So the next status is improvement needed. So when a when you receive a improvement needed status your school system will be referred to the TEA compliance officer to engage in the non-compliance resolution process and points will be added to your school systems risk assessment. So again, approaching compliance, you do not receive points for your risk assessment um unless the plan that you submit for establishing compliance is not sufficient. Um and you are then prov you're then assigned an improvement needed status. So again, met requirement and approaching compliance both do not include any kind of uh risk assessment points or referral to the compliance officer. It's if you're provi if you have

055an improvement needed status. If you're assigned an improvement needed status, that's where there's a referral to the TEA federal compliance officer and the points are added to the risk assessment. So, school system notification of results process. So, before I get that, I think I have some questions here. Um how do we get access to archive program monitoring validations? So those are in the work app system. So if you participated in prior year uh validations even if it was in the random validation process like in 2223 2324 all those can be found if if if your process if your documentation was submitted through the smart sheet system they're available on the work app smart sheet work app but you would have to have access to that work app system and there's only certain people within your

056school systems that have that access including your superintendent uh business manager manager or CFO. Um, sometimes federal program staff have that access as well. Um, I think I already references that uh, do you receive risk assessment points for approaching compliance? You do not unless you once we review the plan and we determine that it's insufficient, then you'll be uh, receiving an improvement needed status and at that point um, the improvement needed uh, conditions apply. If review shows approaching compliance and plan for compliance is approved, will the LEA be complete for PMV until the next year six-year cycle? Yes. Um, so you will the review will be closed out once we've approved your plan and you would have completed your monitoring requirement within the six year for the once within the six-year cycle. There's a question

057if you have a plan for meeting compliance for the current school year that will be accepted and we would be met requirement. Um so if if you have a plan for meeting compliance in the current school year um we will still leave it at approaching compliance um because based on our initial documentation review that's how um that's the assigned status we provided. So it will remain approaching compliance. um it is very late in the year um when we provide this and so you're providing a response in June and there's only a couple more months left in the granty year cycle. So again there's no um there's no risk assessment points. You're not referred for for having approaching compliance. So again, it would it would remain approaching compliance um if if you were assigned that and

058um and we accepted your plan. Okay. For school system notification of results, it's very similar to the notification of selection. Um we will email um everyone that has access to the work app system. there'll be an autogenerated email letting you know and advising school systems that um results um have been posted. So um there will be an official notification of results letter that's attached in the work app system as you can see here. Um and so the notification of results letter is a little more is lengthier than the notification of selection. This is a four-page document. So again, the front page, the cover page is just general information about the statuses that were assigned, but then the important parts of this letter are pages 2, three, and four that have a section for every program,

059uh, that's being monitored. And so, um, every section will provide you with whether you were required to participate, what your compliance status is, and any next steps, any comments that the reviewer provided. Now if you have an approach in compliance status or a improvement needed we will be providing you with comments on why on the reason for that particular assigned status. Uh for met requirement we might provide some pointers or comments related to our review but again we sometimes we don't require staff to include those comments if there aren't any to share and and the school system met requirement. Um so again that's where this is the pages 2, three, and four will be really important once we share um the results of the review. So we're at a question slide. Let's see what we

060have here. Uh which status requires repayment of funds? So because we're not doing a fiscal review and we um don't don't do question costs on our end, um we technically do not require repayment of funds. However, we give you the option if if like for example during the title 2 review we find that um title two funds were used in an unallowable manner or there was a possible supplant then at that time we give you the offer to to usually we'll assign an approaching compliance status for those and you'll show us documentation that you reversed that charge or you refunded the agency. You're not required to. Um, however, if you do not, then you more than likely will have an improvement needed status and then you'll work through the federal compliance non-compliance resolution process to

061work through what those next steps will be. Um, is there a guidance available to create a plan if we have an approach in compliance status? So again, as a result of feedback we received from our 2425 process, and I'm going to mention that it's really important um at the end or at the middle of the process once you've submitted documentation, if you were selected, you're going to receive a customer satisfaction survey and we ask that you complete that with true honesty and give us your feedback. But part of the process this year and feedback we received was that we didn't have any kind of template or guidance for the approaching compliance plan. And so this year we will be developing a template with everything that we want to see in that plan that you could

062use to submit um if you have an approaching compliance status. So yes, there will be a lot more information. We apologize to you that participated in last year's process and it was a very just um open process. We didn't have much guidance out there. This year we will be uh kind of beefing up that process to provide more information about what is required in that approaching compliance uh status plan or uh plan to come into full compliance. um in the plan. Yes, you can definitely show if you've already, you know, between documentation submission and when you got your results, if you you already identified that you had that issue and you fixed it, um when you submit your plan for coming into compliance, you can explain that. Um and definitely that that works for us.

063Um the next question is what does TEA do with the information the agency collects after completing this year's PMV? Where does that information go and what activities does TEA do next based on this validation process? So again we use this validation process to determine what are the needs in the state related to program compliance and program compliance monitoring. So that's what we use the data for. Um and again it's part again if your improvement needed it's part of our risk assessment process um and those kinds of processes associated with that. So um I hope I answered your question correctly but those are some of the things that we do with the data. Um and you also will continue to have access to your information that you submitted. Um some of the next ones are related

064to program specific requirements. So again, as I referenced the guidance documents and the resources, I'll show you where to access those or you can go to the website that I think has been shared in the chat for our program monitoring's validation web page and the specific requirements are listed in the program specific guidance document. So there's a guidance document for example for meaningful consultation. There's a for title two. There's also a guidance document for title two for challenging state academic standards. So you might want to check those out. Does TEA have anything due to the USDA based on these results? So, um if if we get uh monitored by the US Department of Ed, um we we always have to have our documentation that we've conducted these reviews um and what the results are. So

065um that's the only you know we would definitely use that to show and prove that we've conducted the review and what our monitoring process looks like. And again just like you we ask you to maintain that documentation. This is our documentation to show that we have a process we have internal controls. We you know and this is all documented um on our end for when we get monitored or even through a state audit. There's a question, if you transferred or used REAp for a title program, what is required to be submitted? So, you're not going to be required to submit documentation because we're automatically uh removing that program from your school system if you reap or or if you redirected 100% of your program program funds for a particular program. Okay. So, we have time

066for a short break. While we're in that break, I'll put in the chat the list of um the list of the eleas that were selected in 2425 because that has now uh it's no longer available since our validation website has updated for 2526. So let's take a 10 minute 11 minute break and we'll be back at 10:45. Okay, we are back from the break. Um, so, uh, before I move on to submission instructions and requirements, I wanted to make reference. There was a question that I provided a written response to, but I thought maybe everyone might want to know about it, but I mean, it's available in writing, but the question was, um, what percentage of districts that were validated last year were were noted as, you know, met requirement, approaching compliance or improvement needed?

067Um, so I did provide that data. We conducted a review of 564 documentation reviews. Again, it was only 234 school systems. However, because school systems may have been selected for more than one program, there were 564 documentation reviews initially conducted. Out of those 564, 449 met requirements, which is about 80%. 19% received an approaching compliance status which is about 108 and seven of those reviews had an improvement needed status which is about 1%. So again that's the data from last year's reviews. Okay. So moving on to documentation submission instructions and requirements. So again, as I mentioned, um, Smart Sheet Work app system is going to need to be your best friend um, when you're getting ready to submit your documentation cuz it'll all be done through the work app system. So you'll want to have

068you will have access to this uh, kind of teal work app tile. Um, as I mentioned right now, you have if if you participated in a validation process over the last couple of years, you should have access to the archives tile. And that's all the previous reviews. All the current reviews um that we conduct in you know during that particular year will be housed in the program monitoring validations work app tile that you see here on the screen. So preparing documents for upload is a two-step process. So the first thing you want to do is gather and assemble the documentation into one PDF file. And when I reference one PDF file, it's one PDF file per program selected. So, if your school system was selected to submit documentation for title one part A, title one

069part C, and Title 4 Part A, you're going to have three different PDF files, one for each program cuz you're going to be uploading them separately. And then so once you've gathered and assembled your documentation into one PDF file, then we're going to ask that you log into the system um complete the details form and upload the documentation file, which we'll go through um in the next couple of uh slides. So we'll start off with gathering and assembling the documentation. You're going to want to use the requested documentation documentation section of the program specific guidance document to gather and organize the documentation requested. This is what it's going to look like. Of course, it's going to have the actual specificity of the documentation that's required. So, this is just a blank version of it, but

070I'm going to share one from last year's process uh for title one part C. So, as you could see here, um, there are three different types of documentation that we're requesting. And what that description is is in the description of acceptable documentation. It shares the year. Again, this is for last year. For this current year, it's going to show 2425. You're going to want to assemble the documentation in the order it is requested. So, 1.1 recruiter logs, 1.2 two reviewer logs in this example and so on and so forth. So again, you want to organize it in that order so that again the reviewer is able to find everything that you included in that documentation file for us to review and establish your compliance. And then you're going to want to number the pages of

071the documentation file consecutively. So again, order pages and numbers consecutively in the lower right corner. So again, page one, page two, page three, you know, the orientation really doesn't matter. Again, just make sure you number those pages because we are going to ask you to identify where in your documentation file is a particular requirement noted. So again, use the item number to mark the location on the page as well. So you could see here for item 1.1, you're going to want to say, okay, on this page, here's where the documentation are for 1.1. Again, it makes us focus on that particular area instead of going through all the documentation to try to decipher where that particular documentation of meeting that compliance for that program requirement is located. Each documentation request an item item number should

072be marked on the appropriate page of the documentation file being submitted for review. So if there were four different requirements um and if you can there's two on page one uh documentation that we requested then again you want to mark this is 1.1 this is 1.2 maybe 1.3 was on pages two and three and then I page four is 1.4 for please do not include any unnecessary pages. This is really important because all documentation that's submitted must be reviewed in its entirety. So should the review determine unanticipated areas of non-compliance, the school system could be referred to the appropriate division for further review. So, an example of this is uh for some of our requirements, we say that you submit the relevant pages of your district improvement plan or of a campus improvement plan. Um,

073and so it's important that you do not submit the whole district improvement plan because again then we're required to review it in its entirety um for compliance purposes. So please only submit what we have specifically asked for uh to be submitted so that again it could streamline and facilitate the review of the documentation being provided. The documentation file size is a 30 megabyte limit. Um if uh you are trying to upload a document and it doesn't allow you to, you can try optimizing the PDF file to reduce the size in Adobe. Um, you want to also make sure that all pages are actually needed cuz I don't believe that we have we're collecting documentation where it would be um past the 30 megabyte limit unless your documentation has like graphics or things that are u

074making it a large file size. And if if all else fails and you're still not able to optimize it, then the last resort is to split the file and upload multiple PDF files. But again, we prefer that you upload only one PDF file. So once you've gathered and assembled the documentation to one PDF file for each program that you've been selected to participate in, then you're going to log into the work app system to complete the details form and upload the documentation PDF file. So again, I referenced the work app tile. You'll log into the system, click on the work app tile. Again, a reminder, if you're not able to access that work app tile, when the time comes, you want to click on this little diamond icon. That'll show you all the apps that

075you were able to access. Um, I kind of showed you already where you would download the notification of selection letter. Right under that will be the program monitoring validations um menu item or dynamic view. um you'll select that. Then you'll select um as you can see here there's a a program for every program that you were selected to participate. You'll have a line that has data on it. So you'll select that line. For example, this school system was selected for title 1A, title 1 C, title 2, and private school equitable services. So again, you would have to provide a response for each program. So you select that line. Once you select the line, then you're going to see a details form here that has some fields that have already been prepopulated um like your LEA

076name, the LEA stage, the requirement, if there was a campus name, the campus name, and so you'll scroll down and you'll here is where you're going to share with us what page numbers we can locate, which documentation. So, there's multiple forms of documentation. This is where I said it's important to label your documentation. So, if it's for requested documentation one or 1.1 um and that's on page one, then right here under requested documentation one page number, you would type one. If it's on two pages, you put one two. Um and then you go to the next requested documentation section and let us know on which page numbers we can find that documentation. So again, this this is what you'll be required to um complete and submit um so that your submission comes through to us.

077After you've noted the page numbers, we're then going to ask you to let us know who's the person that's most familiar with the documentation being submitted for this particular program so that if we have any questions or we need clarifying um documentation, we can reach out. So again, it's important you put a contact name and email address for that person and a phone number. And then in the comments section, you can provide us with any comments you have related to the review that you think the reviewer might need to know. Then as you scroll down, um there's a submission status option, and this is where you can let us know if um you're ready to if your data is ready to be reviewed. So, you would select submission complete. You've entered your data and you've

078attached the documentation. If you're still trying to figure out or you want to check out the system and you don't want to submit anything, but you want to start adding information in there, you can assign well, you're going to start off with submission pending, not started. Every school system will start with that. But you can select in process, save some data, we'll complete later, and then come back and then change your process to submission or your submission status to submission complete. If you do not change your status to submission complete, we are going to reach out after the deadline because we won't be reviewing your documentation until that status has changed to submission complete because we're assuming that your submission is still in process. So again, it's automatically going to be selected to submission pending

079not started. Once you've started putting in your page numbers and your program contact names, then the last one of the last things you're going to select is your submission status. And you can change it to either in process or submission complete. After you have um completed everything on the details form that you can see, there's going to be uh an opportunity for now for you to save that data. But you're not done there. You then have to move on to attaching your documentation. So you would click on save and then you would then access the attachments tab. Um, if you have a gray save button, that means that not all the information that's required to be submitted has been included. So, the required fields have not been uh completed. So, that's why you're going to

080see a gray button. If it's blue, then it's ready to be saved. And of course, you can always discard your changes and not save any of the information you entered. Uh the other thing important to note is once you click save, you're going to receive an autogenerated email that includes the information that was saved for TEA review. So you'll see everything that you provided, all the page numbers, the program contact. You're going to get an auto an email response showing that it's been saved and we now can access the information that you provided on the details form. As I mentioned, after you save that data, then you're going to want to attach your documentation. So, you're going you you would have previously been working in the details tab. So, you could see at the top

081there, details data tab. You would select the attachments tab and click on attach a file. Once you attach uh click on attach a file, your your computer system browser is going to open. You can pick your file, your documentation file. You would click on open. Then you would see that the documentation file was uploaded. It times it date stamps it and by who uploaded it. Um and then that's pretty much it. That confirms that your documentation is there. If you don't see it there listed, then um it did not attach. And again, as I mentioned, we're going to have a new and improved uh work app training where instead of these screenshots, you'll actually be able to um be taken into the the work app process so that you can kind of see what that

082uh looks like in the work app environment. After you're done, you can click on the little X at the top right corner and then you're ready to sign out. Um you can always come back and review your responses. It'll be available there. Um I do see that uh people say I didn't see the posted list. Um it was provided in a link um in the chat. So um you might want to access the there's a link in the chat that um I provided right before the break or right during the break. So then um once you sign out then again like I said you're able to go back and review what you submitted. um if it's before the due date um and you have an attachment that you forgot to attach, you can go back

083and make uh add that attachment. Now, I know that in in the past we've had issues with documentation being submitted and um where school systems want to they inadvertently submitted something that was not relevant to our review. Um and so we have a help form that you can submit so that um you can request that that documentation um be removed. So again we go through a quality control process. So um it'll go through several processes. It'll get approved and then we can remove a documentation file that was inadvertently uploaded um based on a a help form that is submitted by the school system within the work app system. Um, and so if you inadvertently upload a document, we can remove that. We didn't used to have that capability when documentation was being uploaded in our

084ESSA report system. So, questions about the process. I see there's a question about how does the process of randomly selecting school districts actually work? um it's it's based on the the school systems that are in the pool and the number of school systems that we need to monitor within a given year. So, as the six-year process uh dwindles down and as we get close to like year four, five, and six, it's not that random because again, everybody's going to be required to participate within the six-year period. So again, if if if your school system meets a certain conditions, we need to meet our uh program monitoring validation targets for each program, then that's where you're selected and and placed in that pool to be selected. So we're going to move on to resources. So overall

085process uh resources we are going to be posting a 2526 process handbook. That handbook is going to have all these instructions for submitting documentation. Um it's going to have the school system selection criteria. Um just general information about the whole process. We're also posting an instructions for submitting documentation training video. Um, and again, like I said, it'll actually take you through the work app in the work app environment. Um, and then we already do have a navigating the smart sheet work app system video that's available also on our website. Um, and on our division resources web page. Um, so if someone could please post our division resources web page, there's a tab for smart sheet um, work app resources and you can click on that and and gain access to that um, to that video

086already. It's not program monitoring validation specific. That one will be coming soon um and posted by October 13th. In addition to the overall process resources, we have some program specific resources. Um we have guidance documents for each program and requirement. It's important that you wait until you're selected and told which requirement you've been uh selected for. Um you can access all the documents. Take a look at all of them. But please make sure that you are um submitting documentation for the requirement that you that TEA selected uh for your particular school system because there are multiple requirements we're looking at statewide, but you're only required again to submit for one particular uh program requirement. We also will have training videos uploaded and training slides for each program requirement. Um, as I mentioned, you can access

087our division web page and ESSA program monitoring validation section. That information has already been updated for 2526. So, you should be able to access all the guidance documents for all the requirements we're monitoring in 2526 along with the training slides. And basically, the videos that are going to be coming will be of those training slides of the training for those training slides. So, this is what the the documents are going to look like. The process handbook um has a cover page. Um and again, it'll have multiple information. We'll kind of go through that in just a little bit. Um then we have program requirement specific guidance documents. Um they are multi-pages. Um so you want to make sure you review uh you go through um all the document. So the our handbook is structured with

088a table of contents. We kind of include some introduction or general information about the process, school system selection and notification process, our timeline, um documentation, submission, review and notification of results, the screenshots with the instructions for submitting documentation, and then a link to our different acts uh resources that you can access. Now, in the program specific guidance documents, this is where you're again, you're going to want to, this is the important part of the process. It's going to tell you exactly what we want you to submit as documentation. Um, so in the first column, we'll have the documentation that's required to be submitted for review. We'll have the year of the documentation requested, which in all cases is 2425 for this coming year. And then we provide additional specificity related to what is what it

089is exactly that we're looking for in the documentation that we're requesting to be submitted. Then there's an a section for instructions for assembling the documentation kind of some of the steps that I referenced earlier in today's training. Then we have a resources section and then we have the references to where all the statutory requirements can be found. So we actually provide the ESSA citation and the statute information where the requirement is found in the ESSA program specific provisions and asurances and then if the item is part of our compliance report selfch check so that again you have that for your information to see exactly where um we have the authoriza we we're authorized to monitor that particular program requirement in addition to all the resources um education service centers are required to provide complimentary training

090and technical assistance to school systems prior to documentation submission. So they will be uh offering that uh training and technical assistance for all our programs. Um and so again, if you need additional support, um you can always reach out to us, but you can also reach out to your education service center, um as we do provide grant funding to them to support you, um in providing training a as it relates to the validation process and technical assistance up to the date that you're required to submit that documentation. Um, and also in between our review, if we send you um, a request for additional documentation or some clarifying questions, you can also reach out to your ESC for technical assistance and support with those requests. Okay, so questions there's from the school system selected in 2425,

091how many were considered a high risk? Um, I don't have that off the top of my head, but we can definitely um look into that. If you want to send us an email to ESSA support, we can definitely u provide you with a response to that. So, ESSA support tea.ex.gov. Uh, when does the next six-year cycle start? Is it different for each LEA? Um, it's not different for each LEA because, um, again, we're in the six-year cycle. So um it started in 2425. So if we fast forward 6 years uh from 2425 then our new cycle will begin in that year. I haven't really calculated it but if we look at 2425 256 26 27 27 28 28 29 2930 it seems will be the last year of our 6ear cycle. So it looks like

092we would start a new cycle in 29 in 3031. Any other questions? Okay. So, I'm going to move on. Um, so before I move on to what's next, I did want to show you how to access our um, resources in case you don't um, you know, you're at the TEA homepage and trying to figure out where to go. So, I'm going to share my screen that has my web browser. Okay, so here's the TEA web page uh, homepage. And so, um, to access our resources or our pro our federal program program compliance web page, um, you can hover over the finance and grants, uh, little calculator tab here and under the grants menu, we are the second uh, web page that's listed there, federal program compliance. So if you click on federal program compliance, it

093takes you to our main homepage where you can then access the resources for our all our programs. Um but here on the right we have ESSA program monitoring validations. That is where you can access all our validation resources that I've been referencing. Um I'm also going to show you another section here of if you go scroll down to division resources and you click on that you can access some common uh information for all these programs like you can access the the program guides for each one the frequently asked questions documents that we have prepared for each one. But then down here we have a general resources tab where you can also get to our program monitoring web validations web page. But then here is where our Smart Sheet work app resources are. We have an

094overview training video. We have our help form link and our instructions to on how to submit a work app help form. So again, these are all resources that we've developed. U please feel free to check them out. Um but we're going to go ahead and now go to our program monitoring validations web page. So as you can see here, it's been updated already for 2526. Um you'll see a lot of coming soon because we are working through getting all this published. So our handbook will be published by or posted by October 13th. Also the instructions training video and then the list of LEA selected will be posted after school systems are notified on October 20th. We have uh the training slides for today that are already posted there. Um and we'll be posting the training

095video in a in a couple of weeks. Then you scroll down and you have all our program specific resources available. So again, as I mentioned, we have our guidance documents and training slides are both available. The training videos are not, but as I me as it shows here, they'll be coming soon. So again, you can access all these uh documents already um if you want to start taking a look at them. Um and then of course, you'll see our email address here. You can always reach out to us. Um earlier I referenced our program contacts page. If you click program contacts, you're able to download that or see the program contacts by program or you can see our division email addresses here. So those are the places where you can access our resources. And again,

096once we select eleas and they've been notified of selection, we'll uh right here is where we'll link a list for the 2526 process. So, we're going to go ahead and go back to the slides. So, what's next? Um, so again, October 13th, we'll post um all the resources onto our web page. We do have some already available as a preview for you. Um, October 20th, you'll receive uh if you were selected, you'll receive that email notification and we'll post the list of school systems that were selected to participate. Between October 21st and November 14th, we've asked our ESC's to offer and provide uh training to the school systems that were selected. And then between October 21st and December 18th, um ESC's will also offer and provide technical assistance. And then between October 21st to December

09719th, um the system will be available for school systems to upload and submit their documentation for the review. So um go ahead. We still have some time for questions. We have about 17 minutes or so. Um, so if you have any more questions, please put them um in the Q&A and I can answer those. Um, and if we run out of questions and we'll kind of close out the training, but I'm going to go ahead and put the training evaluation link. Um, we'll put it in the chat so you can complete today's training evaluation. We do value your feedback. So, please provide us with um, your feedback on today's training. Um, you can also look uh take a screenshot of that QR code and submit the evaluation. Um, but again, you're free to stay on.

098I'll continue um answering any questions that continue to come in. So, there's a question, is there a list of schools that were selected for validation 23 and 24 and 2425? So, we in the chat we can provide the list for 2425. There is a list for 2324 um that's out there in um cyerspace somewhere. Um so please send us an email if you'd like to see that list for 2324. We can definitely send that to you. Um cuz I believe that's the first year that we started to publish our list of re uh school systems selected. So um again, please send us an email. We can definitely get that to you. Um for title two, the guidance indicates documentation of activity. Does the LEA get to decide the activity we use for title two funds?

099Um so it depends on which activity if it's alignment to the challenging stat state academic standards. We do ask that the LEA decide uh the activity that they're going to submit uh for meeting that. If it's evidence-based, then it needs to be one of the evidence-based activities. So, uh, if you have further questions, uh, send us an email to ESSA support or reach out to Heraldo Ramirez, who's our, uh, program director for that program. If we were selected for post award compliance review, is that included in your listing for our selection? Um, it is not. That is separate. That is the postwork compliance review is a review of your current year application. So, um, that's uh related to the application. Um so it's not related to program uh compliance requirements. So it's not part of

100um our selection. It's only if you were selected for program monitoring validations that's the one in the one time in the in the six-year cycle. Um if we were selected in 2324 are we eligible to be selected again? Yes. You are now in the six-year cycle selection pool. The only ones that are excluded were those that participated in our first year of this new cycle, which was in 2425. Um, there's a question on title one uh campus allocations. Um, so I think uh Vivian is responding to that. she's our title one director. So she'll she's responding that uh in writing on t on the tea under title 1 a title 1 c there are three options those would be the choices in case of being selected. I'm not sure what you're referencing um uh related

101to options. If you can clarify that a bit. Can you share more information about the six-year cycle works? If you're selected in year one, will you be in year two the following year? So, um, the six-year cycle works that your school system is only going to be selected for our review in the federal program compliance division once every six years. Um, regardless of which programs you're selected for. So, um, so once if you participated last year in the review and you were selected, you're not going to go back into the selection pool until I think what I referenced was 2030 2031 when we start our new cycle. a link of those that already participated. So I will put that in the chat. That's for 2425 for last year's process. Um so those school systems are

102have fulfilled their six-year program monitoring requirement for once every six years. And then if you're selected this year, you've you've fulfilled it. And so technically you will go into the next cycle. So it might not it's going to be three or four years from now because again you participated in year two of the current six-year cycle PMP inventory control. Um so I would ask that you uh take a look at the guidance document and the training slides related to inventory control that provides a lot of detailed information related to um what we're looking for in terms of documentation for that requirement. If you were selected in 2324, will we be in this cycle? Yes, you are. You will now be in the new six-year cycle because we didn't start that till 2425. And what year

103are we in? We are in this will be our second year of the 6-year cycle for 2526. Our first year was 2425. So, school systems selected in 2425 are not in the current they're done with their six six-year cycle requirement. They were year one of this six-year cycle. So if you were selected in 2425 last year you submitted documentation you're required to submit documentation you won't be selected till another what it'll be 5 years after this cuz you were in year one of the six-year cycle. There's a question if you were selected for a desk review audit of title one when will they notify us of those results? Um uh if you're referring to federal fiscal monitoring review um you would need to reach out to the federal fiscal monitoring division for a response for

104that. Any other questions? Okay. Well, thank you for joining us. Um, we appreciate everything you do. Um, on behalf of all the students that our program serve across the state, um, please reach out if we can be of any support. We are, again, we're rooted in that customer service experience. So, please always feel free to reach out, reach out to your education service center staff. Um hats off to them too for providing uh technical assistance, training and support to all our uh school systems in the state. Um again, please reach out if you have any questions. We will be posting the recording in a couple of weeks and we look forward to posting all the other uh resources on our program monitoring validations web page. So have a great uh rest of the week and

105uh again, thank you for joining us.