FPM Frequently Asked QuestionsAnswers to frequently asked questions regarding the FPM process.
- Is the Federal Program Monitoring (FPM) process an audit?
No. FPM is simply an overall determination of whether the local educational agency (LEA) is meeting statutory program and fiscal requirements for categorical programs.
- What is the difference between an onsite and an online FPM review?
Both types of reviews are very similar—individual programs will use the same program instrument for both the onsite and online reviews. During the onsite reviews, however, CDE conducts in-person interviews with LEA staff, school site staff, and LEA and school advisory committees.
- What will the FPM review process look like during the ongoing COVID-19 pandemic?
Per Centers for Disease Control (CDC) recommendations, the CDE recommends that each LEA develop a plan to minimize access to campus and limit nonessential visitors. Furthermore, LEA staff who are involved in the compliance monitoring process may be working under adverse conditions with limited access to other staff or resources.
- What is “Telemonitoring”?
Telemonitoring is an alternative FPM review format that was developed in 2020 in response to the COVID-19 pandemic. An FPM review using this format is conducted remotely, similar to an online review, but with interviews and other meetings taking place using Web videoconferencing applications, such as Zoom.
For the 2021–22 academic year, Cycle D Onsite reviews will begin in the Telemonitoring format. If there are significant positive changes in health and safety conditions state-wide, then CDE reserved the right to resume onsite reviews for Cycle D LEAs.
- Why does FPM choose only a sample of schools from a local educational agency?
Because of limitations of time and resources, CDE identifies school sites at which most of the categorical programs operate. If these common sites do not reflect all of the programs under reviews, additional sites may be identified to sample the rest of the programs.
- What is a program instrument and how is it developed?
An FPM program instrument is a representation of federal or state laws, regulations, or controlling judicial decisions that is arranged into statutory core and supporting items. The program instrument is used by CDE to determine whether an LEA is meeting the requirements of each program. Each program instrument also contains appropriate legal citations.
FPM Program Instruments are developed and reviewed by individual CDE program offices on an annual basis. Program instruments may change from year to year to correspond with changes in federal or state law, regulations, or controlling judicial decisions.
- How many meeting minutes of the School Site Council (SSC) should an LEA upload?
There is not a specific number of meeting minutes. The meeting minutes uploaded must provide documentation that the SSC has met all requirements in the program items. LEAs should make certain that official minutes include full descriptions of all required SSC activities.
- What exactly does the term “finding” mean?
In FPM, a finding is a three-part statement about requirements in program items which the LEA must meet, evidence which indicates the LEA is not meeting the requirements, and the steps the LEA must take to show that it subsequently is meeting the requirements.
The official report of each FPM is the Notification of Findings.
- What is the process for resolving findings after a review?
The LEA must submit supporting documentation for each finding in CMT within 45 calendar daysof the Notification of Findings. CDE Program monitors work with LEA staff to resolve findings. The LEA may request additional resolution time by posting a comment in CMT for the item with the following information: extended due date requested (specific date); justification for extension (brief explanation); activities the LEA will complete in order to resolve the finding. The program monitor will decide whether to grant the request.
- Does the LEA need to resolve findings only at the sites the FPM team visited or monitored online?
No. The LEA must correct this finding throughout the entire LEA at all sites.
- What assistance is available to help district and site administrators understand the FPM process?
Each LEA in the FPM process is assigned a CDE Review Team Lead, who is the designated point of contact for the FPM review. County office of education staff are an additional resource for support in the FPM process.
The CDE offers training to assist LEAs in understanding the overall FPM process and the requirements of each program instrument on a semi-annual basis.