���“Where Compliance Meets Quality”�Statewide FPM Training�Via ZOOM�February 4, 2025��Presented by�Iqbal Badwalz, Administrator�Fred Buggs, Consultant���

Preparing for �Expanded Learning Programs Federal Program Monitoring

CALIFORNIA DEPARTMENT OF EDUCATION�Tony Thurmond, State Superintendent of Public Instruction

Tony Thurmond�State Superintendent �of Public Instruction

Workshop basics

• The California Department of Education (CDE) had elected to continue providing the statewide FPM training workshops remotely over ZOOM.
• In addition to this PowerPoint presentation, you will also need to print a copy of the 2024-25 EXLP Instrument available at https://www.cde.ca.gov/ta/cr/

2

Tony Thurmond�State Superintendent �of Public Instruction

What We Will Cover Today

• Purpose of Federal Program Monitoring (FPM) Review
• Process of FPM Review
• Expanded Learning Programs (EXLP) FPM Instrument
• Updated Language (highlighted in yellow)
• CDE Monitoring Tool (CMT) System

3

Tony Thurmond�State Superintendent �of Public Instruction

Purpose of Federal Program Monitoring Review (1)

• To ensure all state and federal legal requirements are being met
• Local Educational Agency (LEA)/grantee shows the California Department of Education (CDE) that it meets minimum fiscal and programmatic requirements of the law

4

Tony Thurmond�State Superintendent �of Public Instruction

Benefit of Federal Program Monitoring Review (2)

• Provide information that can inform continuous quality improvement efforts
• Highlight program strengths
• Showcase promising practices

5

Tony Thurmond�State Superintendent �of Public Instruction

Document Process

60 Days prior to entrance date:

• Grantee begins to upload evidence to CMT (has 30 days to upload)

30 Days prior to entrance date:

• Education Programs Consultant begins reviewing the uploaded documents

6

Tony Thurmond�State Superintendent �of Public Instruction

Health and Safety Measures

• Subject to local health and safety measures, FPM reviews scheduled from 2024–2025 may be conducted onsite or online.

​

• All items are scheduled to be monitored.

​

• Should programs continue to be impacted due to health and safety measures (e.g. outbreaks, contact tracing, closures, etc.) Consultants will work with grantees to accommodate unique circumstances and make commensurate adjustments.

​

​

7

Tony Thurmond�State Superintendent �of Public Instruction

Expanded Learning Opportunities Program

• The After School Education and Safety (ASES), 21st Century Community Learning Centers (CCLC) Programs, and After School Safety and Enrichment for Teens (ASSETs) are subject to FPM.
• Expanded Learning Opportunities Program (ELOP)

8

Tony Thurmond�State Superintendent �of Public Instruction

On-Site Visit (One Site)

Example:

Day 1: Entrance Meeting

Day 2: Site Visit

• Observe Program
• Verify evidence
• Interview stakeholders

Day 3: Exit Meeting

9

Tony Thurmond�State Superintendent �of Public Instruction

Quality Standards for Expanded Learning Programs (1)

Point-of-Service Quality Standards:

1. Safe and supportive environment
2. Active and engaged learning
3. Skill building
4. Youth voice and leadership
5. Healthy choices and behaviors
6. Diversity, access, and equity

​

10

Tony Thurmond�State Superintendent �of Public Instruction

Quality Standards for Expanded Learning Programs (2)

Programmatic Quality Standards:

7. Quality Staff

8. Clear vision, mission, and purpose

9. Collaborative partnerships

10. Continuous quality improvement

11. Program management

12. Sustainability

11

Tony Thurmond�State Superintendent �of Public Instruction

Quality Standards for Expanded Learning Programs (3)

Available on the California AfterSchool Network web site at:

http://www.afterschoolnetwork.org/post/quality-standards-expanded-learning-california

​

12

Tony Thurmond�State Superintendent �of Public Instruction

Expanded Learning Programs Instrument—Programs Reviewed

• 20 Items Reviewed (items reviewed depends on the funding type)
• All expanded learning programs funding are reviewed, including before school, after school, summer/supplemental/equitable access/After School Education and Safety (ASES) Program transportation, and the Expanded Learning Opportunities Program (ELOP)

13

Tony Thurmond�State Superintendent �of Public Instruction

Expanded Learning Program Instrument—Conclusion

• Each item will have a conclusion of:
• Meets requirements
• Does not meet requirements
• Not reviewed

​

• The EXLP instrument is available on the CDE web page at https://www.cde.ca.gov/ta/cr/

14

Tony Thurmond�State Superintendent �of Public Instruction

Dimension I—Involvement

EXLP 01: Collaboration with Schools and Community (ASES/21^st Century Community Learning Centers/21^st Century High School After School Safety and Enrichment for Teens)

​

• Parents, staff, students, and community members participate planning and implementation
• Collaborative partnerships including in-kind contributions
• 21st CCLC, ASSETs—The LEA/grantee agency demonstrates how the partnerships have benefitted the expanded learning program
• Meets Quality Standards: 1, 9, 11, 12

15

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for EXLP 01 (1)�Collaboration with Schools and Community

Evidence can include:

• Item Evidence Request
• Partners’ meetings sign-in sheets and agendas
• Surveys (community, parent, student, school staff, etc.)
• Correspondence with stakeholders
• 21^stCCLC/ASSETs commitment letters, MOUs, and in-kind contributions that federal grant will continue to exist in the event that no federal funds are available.

16

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for EXLP 01 (2)�Collaboration with Schools and Community

• Considerations
• Does the Site Coordinator meet with the principal on a regular basis?
• Does the program staff attend the school staff meetings?
• Does the school have a dedicated liaison?

17

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for EXLP 01 (3)�Collaboration with Schools and Community

• Has the program invited members of the community to the program (e.g., firefighters, police officers, etc.)?
• Does the grantee coordinate with other federal, state, and local programs to make best use of public resources?
• Do off-site programs align with educational and literacy elements with participating students’ regular school program?

​

18

Tony Thurmond�State Superintendent �of Public Instruction

Dimension I—Involvement

EXLP 02–20: Presentation will be made using the EXLP Instrument

19

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 02�Ongoing Consultation with Private Schools�(Federal Grant Only)

Evidence can include:

• Item Evidence Requests
• Private school confirmation
• Dated documentation that demonstrates outreach efforts to eligible private schools (email/letter)
• Agendas/meeting notes

20

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 03�Serves Eligible Pupils in Appropriate Grade Levels

Evidence can include:

• Item Evidence Requests
• EXLP flyers, brochures, and outreach materials showing grades served
• Web page printout
• Application
• Parent Handbook

21

Tony Thurmond�State Superintendent �of Public Instruction

ELOP 03 (2)�Serves Eligible Pupils in Appropriate Grade Levels

• If greater than or equal to 75% unduplicated offer ELOP services to all pupils
• If under 75% unduplicated must offer ELOP services to all unduplicated pupils

22

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 04�Operates Program Required Hours and Days

Evidence can include:

• Item Evidence Requests
• Documented hours and days of program schedules
• Flyers/Brochures
• Enrollment Application
• Web page Printout

23

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 04 (2)�Operates Program Required ELOP Hours and Days

• ELOP services offered before/after school every day for total of 9 hours including school day, except, designated frontier sites allowed a total of 8 hours
• ELOP services offered at least 30 nonschooldays for total of 9 hours, except, designated frontier sites allowed to operate for 8 hours

24

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 05�Early Release and Late Arrival Policies

Evidence can include:

• Item Evidence Requests
• Early Release/Late Arrival Policies
• Sign In/Out sheets (one week of attendance, with student names redacted)

25

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 06�Daily Nutritious Snack and/or Meal, or Breakfast

Evidence can include:

• Item Evidence Requests
• EXLP Nutritious Snack/Supper/Breakfast Menu (one week) within the current year
• Nutrition Facts Labels

26

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 07 (1)�Submits Data and Maintains Records

Evidence can include:

• Item Evidence Requests
• Grantee’s record retention policy
• Documents can be stored electronically
• Program Plan that is more than five years old
• Conflict of Interest Policy – 21^st Century

​

27

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 07 (2)�Submits Data and Maintains Records

Evidence can include:

• Item Evidence Requests
• ASES, 21^st, ELOP updated Program Plan no more than three years old, including program goals, program content, and outcome measures
• Operational Policies and Procedures
• Most recent Audit Report
• Accountability for fees

​

28

Tony Thurmond�State Superintendent �of Public Instruction

ELOP Evidence 07 (3)�Submits Data and Maintains Records

• ELOP Program Plan has been approved by the LEA’s governing board in a public meeting and posted on the LEA’s website

​

Evidence Requests

• Board approval
• Web posting

​

​

29

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 08�Inventory

Evidence can include:

• Item Evidence Requests
• Equipment Inventory Records for items over $500 per unit
• Written safeguards/protocols to prevent loss, damage, theft of property
• Certification if no inventory items were purchased

30

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 09�Funding Direct Services to Pupils

Evidence can include:

• Item Evidence Requests
• Detailed General Ledger for Resources 6010, 2600, and/or 4124
• Contracts/MOUs with subcontractors
• Duty Statements
• Timesheets

31

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 09 (1)�Funding Direct Services to Pupils

Evidence can include:

• Item Evidence Requests
• Personnel Activity Report/Semiannual Certification
• ASES, 21^st, ELOP expenditure reasonable and necessary
• Records that demonstrate how funds expended, including total cost of the project and share of cost provided from other sources

32

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 10�Local Contribution of Cash or In-Kind - ASES

Evidence can include:

• Item Evidence Requests
• Local cash and/or in-kind contributions (spreadsheet)
• MOUs or Agreements reflecting required in-kind contributions
• Supporting documents showing receipt of outside in-kind contributions
• Supporting documents showing how in-kind contributions were calculated for facilities

33

Tony Thurmond�State Superintendent �of Public Instruction

ASES Local Contribution of Cash or In-Kind Examples (1)

• Spreadsheet should include a description of the contribution, amount of the contribution, and how the amount was derived.
• Volunteers
• Principal’s time
• Lead teacher’s time
• Cash contributions
• Space used as a part of the Local Control and Accountability Plan (LCAP) cannot exceed 25 percent of the in-kind match

34

Tony Thurmond�State Superintendent �of Public Instruction

ASES Local Contribution of Cash or In-Kind Examples (2)

• Rent free space used for the program services (cannot exceed 25 percent of the in-kind match)
• Additional LCAP resources, including Staff training
• Materials donated (Food Bank)
• Parent Fees
• Snack/Supper/Breakfast
• Expanded Learning Opportunities Program (ELO-P) for sites being reviewed

35

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 11�Supplement not Supplant

Evidence can include:

• Item Evidence Requests
• Duty Statements
• Timesheets
• Equipment Inventory/Placement/Use
• Detailed General Ledger or Fiscal Records (Financial Activity Report)

36

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 12�Evaluation Requirements�(Federal Grant Only)

Evidence can include:

• Item Evidence Requests
• Evaluation Plan
• Evaluation Reports
• Notice of public availability (i.e., on the web page)
• Public Notice

37

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 13�Data-Driven Quality Improvement Process

Evidence can include:

• Item Evidence Requests
• Meetings/Agendas with stakeholders
• Continuous Quality Improvement Plan
• Survey/Data Analysis

38

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 14�Provides Staff Training

Evidence can include:

• Item Evidence Requests
• Training Schedules
• Professional Development training records (e.g. agendas, syllabi, etc.)
• Sign-in Sheets of the staff at training

39

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 15�Student-to-Staff Ratio

Evidence can include:

• Item Evidence Requests
• Daily attendance rosters (student names must be redacted)
• Staff assignments
• 20:1 ratio
• ELOP - TK-K 10:1

40

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 16�Staff Minimum Qualifications

Evidence can include:

• Item Evidence Requests
• District Policy on Instructional Aides
• Instructional Aide minimum qualifications documents for all staff
• Evidence from personnel records for staff working directly with students (e.g., transcripts, degrees, test results, etc.)

41

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 16 (2)�Health and Fingerprint Clearance

Evidence Requests

• District policy on health screening/fingerprint clearance and protocols
• Evidence that all staff meet health screening and fingerprint clearance requirements (listing of staff)

42

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 17�Safe Access to Facilities

Evidence can include:

• Item Evidence Requests
• District Safety Policy
• School Safety Plan
• Program Transportation Policy
• Parent Notifications
• Safety Drills

43

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 18�Information in Parents' Languages

Evidence can include:

• Item Evidence Requests

​

• 15% or more student’s primary language something other than English
• School Language Census Data
• Translated parent notifications

44

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 19�21^st Century Community Learning Centers Equitable Access and After School Education and Safety Frontier Transportation

Evidence can include:

• Item Evidence Requests
• Documentation or Narrative on how 21^st Century Community Learning Centers equitable services are provided
• Documentation or Narrative on how the After School Education and Safety transportation funds are spent
• Detailed General Ledger

45

Tony Thurmond�State Superintendent �of Public Instruction

Evidence for Expanded Learning Program 20�Physical Activity, Academic, and Enrichment Elements

Evidence can include:

• Item Evidence Requests
• Flyers, brochures, and outreach materials
• Lesson plans and activities (one month)
• Academic Achievement Activities
• Curriculum materials

46

Tony Thurmond�State Superintendent �of Public Instruction

California Monitoring Tool Document Uploading Guidance (1)

Expanded Learning Programs only. Please read BEFORE uploading your documents.

• Please do not provide any evidence that goes beyond what is required to demonstrate that you are meeting the specific requirement. (5–6 pieces suggested per item)
• Submit evidence for each site being reviewed

47

Tony Thurmond�State Superintendent �of Public Instruction

California Monitoring Tool Document Uploading Guidance (2)

• Number all pages of the documents you are submitting consecutively. This may be done by hand and it is not necessary to eliminate page numbers that already exist in your documents.

48

Tony Thurmond�State Superintendent �of Public Instruction

California Monitoring Tool Document Uploading Guidance (3)

• Prior to uploading, highlight the section(s) in each document that contains information relevant to the item being tested
• At the beginning of the document, note the page number(s) of the highlighted sections

49

Tony Thurmond�State Superintendent �of Public Instruction

California Monitoring Tool Document Uploading Guidance (4)

• Do not submit the content of trainings and workshops (i.e., Microsoft PowerPoint slides)
• An Agenda for the workshop that lists presenters and a sign-in sheet to show who attended from your site is sufficient
• Upload all of the pieces of evidence as one document

​

50

Tony Thurmond�State Superintendent �of Public Instruction

California Monitoring Tool Document Uploading Guidance (5)

• Students’ names must be redacted from all evidence uploaded

​

• Communicate with the CDE EXLP Reviewer regarding types of documents to be uploaded for a smooth and efficient FPM.

​

• Include the Expanded Learning program coordinator in the CMT

51

Tony Thurmond�State Superintendent �of Public Instruction

Where Do You Download the Expanded Learning Program Federal Program Monitoring Instrument?

• The EXLP instrument will be completed online in the CMT on the CDE web servers at: https://www.cde.ca.gov/ta/cr/cmt.asp
• A copy of the EXLP instrument can be found at https://www.cde.ca.gov/ta/cr/

52

Tony Thurmond�State Superintendent �of Public Instruction

Questions — Thank You

Regional Assignments

​

Regions 1,2,3 - Thu Doan

916- 319-0924 tdoan@cde.ca.gov

Regions 4,5,6 - Kimberly Montes De Oca

916-319-0601 kmontesdeoca@cde.ca.gov

Regions 7,10 - Teng Xiong

916-319-0363 txiong@cde.ca.gov

Regions 8, 9 - Juan Sanchez

916-625-6989 jsanchez@cde.ca.gov

Region 11 - Man Phan

916-323-8204 mphan@cde.ca.gov

​

Iqbal Badwalz, Administrator Program Monitoring Office

916-319-0732 ibadwalz@cde.ca.gov

​

​

53

Tony Thurmond�State Superintendent �of Public Instruction

Regional Map

54

Tony Thurmond�State Superintendent �of Public Instruction