FPM Frequently Asked QuestionsAnswers to frequently asked questions regarding the FPM process.
- Why has the name of the monitoring process changed to Federal Program Monitoring?
The new name, Federal Program Monitoring (FPM), more closely identifies the monitoring tasks which federal and state law requires California Department of Education (CDE) to perform.
- What assistance is available to help district and site administrators understand the FPM process?
The FPM Office offers training regarding the FPM process and how to use the CDE Monitoring Tool (CMT). Regional Team Leaders (RTLs) and County Monitoring Leads are available to provide LEAs assistance.
- Is an LEA self-review required in FPM?
The CDE no longer requires LEAs to conduct a self-review. LEAs are responsible for creating and maintaining federal and state programs which meet requirements. The CDE uses CMT, a Web-based system, to manage electronic documents. CMT does not includes a self-review feature and will not be part of the FPM process.
- Can an LEA expect to receive any technical assistance from CDE staff during the FPM process?
FPM program monitors do not provide technical assistance during the monitoring process; they are responsible for explaining findings and what the LEA must do to resolve them. During the preparation phase and the resolution phase, program monitors can provide technical assistance if requested by the LEA.
- Why does FPM choose only a sample of schools from a local educational agency?
Limitations of time and resources make necessary a selection of one or more common sites at which most of the categorical programs operate. Certain programs have a quota of annual site visits and may visit additional sites in a local educational agency (LEA).
- Will all programs look at all sites on the schedule?
Not necessarily. The schedule lists which programs will be reviewed at the LEA level and at each site. For example, Physical Education (PE) usually reviews documentation from all common sites—even if the PE team member does not visit each one.
- Who develops the Program Instruments?
FPM Program Instruments are developed and reviewed by CDE staff 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. Each Program Instrument lists Desired Outcomes, Program Dimensions, and appropriate legal citations.
- 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 Instrument (link to program instruments web page) 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 by the deadline of 45-days after the date of the Notification of Findings. 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, or indicate an item number in a comment in CMT, with the following information; Extended due date requested (specific date); Justification for extension (brief explanation); Activities the LEA will complete between now and the extended date in order to resolve the finding. The program monitor will decide whether to grant or adjust the request.
- Does the LEA need to resolve findings only at the sites the FPM team visited or monitored online?
No. The LEA must state on each PRF Form for each finding that it will correct this finding throughout the entire LEA at all sites.
- Is the Federal Program Monitoring (FPM) process an audit?
No. FPM is an overall determination of whether the local educational agency (LEA) is meeting statutory program and fiscal requirements for categorical programs.
Questions: Federal Program Monitoring Office | firstname.lastname@example.org | 916-319-0935
Last Reviewed: Wednesday, November 15, 2017