monitoring for results
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Monitoring For Results . Procedures for ESEA Consolidated Monitoring Effective July 1, 2011 – June 30, 2014. Overview of Presentation. Requirements for subrecipient monitoring Defining WV ESEA monitoring Procedures for monitoring Monitoring Schedules Review of monitoring documents. - PowerPoint PPT PresentationTRANSCRIPT
Procedures for ESEA Consolidated Monitoring
Effective July 1, 2011 – June 30, 2014
Monitoring For Results
Reviewed & Revised with COP April 2011
Overview of PresentationRequirements for subrecipient monitoring
Defining WV ESEA monitoring
Procedures for monitoring
Monitoring Schedules
Review of monitoring documents
Reviewed & Revised with COP April 2011
Requirements for Subrecipient Monitoring
ESEASEA files an assurance statement indicating that the recipient will monitor the subrecipients and enforce federal regulations
General Education Provisions Act Section 440(a)Periodic visits by State personnel of programs Periodic audits of expendituresState investigates and resolves all complaints received by the
State relating to the administration of such programs EDGAR (Education Department General Administrative Regulations)
SEA monitors subgrantees to ensure compliance with applicable federal requirements and that performance goals are being achievedReviewed & Revised with COP April 2011
Requirements for Subrecipient Monitoring
• OMB (Office of Management and Budget) Circular 110 SEA establishes and maintains internal control designed to reasonably ensure compliance with Federal laws, regulations, and program compliance requirements
• OMB Circular 133 Auditors and grantees conduct an audit to support a low assessed level of control risk for major
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Defining WV's ESEA Consolidated Monitoring
Process
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Definition of ESEA Consolidated Monitoring
Process of collecting information from grantees Review academic achievementDetermine compliance with federal regulations
Promote collaborative planning and budgeting across ESEA programs
Provide technical assistance for program improvement
Enforcement of legal obligations for implementing programs
Reviewed & Revised with COP April 2011
GoalsThe West Virginia Department of Education (WVDE) monitoring process includes the following goals:
Provide an academic focus for program improvement
Promote student achievement Provide technical assistance to schools and
districts in utilizing federal funding to impact instructional practice and increase student performance
Assure compliance with federal regulations and WVBE policy
Reviewed & Revised with COP April 2011
Review of Data for Districts and Schools
On-site Monitoring•LEA•School
Monitoring ReportMonitoring Response
Appeals Process
Procedures
Reviewed & Revised with COP April 2011
Items reviewed in the data analysis include the following areas:Academic performance
District AYP statusPercentage of schools in the district meeting
AYPState/district comparison of WESTEST2 dataWESTELL resultsTrend Assessment Data (Title I schools)Individual school data for Title I schools
Other performance indicatorsAttendance rateGraduation rate
Reviewed & Revised with COP April 2011
On Site MonitoringRemains on a three year cycle, unless more
frequent monitoring is determined necessary by WVDE
Consolidated team from WVDE for the following programsTitle I, Part A Title I Part DTitle II Part A Title II Part DTitle IIIRLIS Homeless and McKinney Vento
Reviewed & Revised with COP April 2011
On Site MonitoringPreparation – WVDE Responsibilities
Annual calendar for monitoring is developed and distributed to LEAs by June 30
WVDE Title I team leader collaborates with LEA designee to establish a schedule one month prior to onsite visit for reviewing the programs and visiting the schools
WVDE federal programs staff verifies schedule with respective district federal program directors
Reviewed & Revised with COP April 2011
On Site MonitoringPreparation – LEA Responsibilities (Title I
director)Grantee notifies WVDE by July 15 of conflict in
scheduling Communicate monitoring schedule to
superintendent, district federal program directors and treasurer
Notify Title I schools of monitoring scheduleReview the school monitoring documents with
principals and Title I teachersReviewed & Revised with COP April 2011
Notify federally funded staff members (e.g., coaches, technology integration specials) and stakeholders from the strategic plan committee or PAC of availability for interviews
Ensure documentation is readily available and organized at the district and school levels (all federal program directors) – including the uploading of appropriate electronic documentation
LEA treasurer submits requested documentation in a timely manner to allow for SEA review prior to the on-site visit
On Site Monitoring
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2011-2014 Online ESEA Monitoring System
Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Organization on local computer
•On a local computer or network, organize all documentation into folders for each compliance item. When there is more than one document in a folder, having them all together will make it easier to combine the documents. •Organizing documents in such a way at the beginning of the upload process will save time and effort.Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Login Screen•Enter your WVEIS ID•Access will be limited based on whether a school, county, or state administrator
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Main Menu
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Main Menu Options
The screen shot shows the Main Menu. The users will first select their location.
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Location
The user selects either their school or their LEA and this will determine the set of compliance standards they will be able to access.
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Compliance Standard Input Screen
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Compliance Standards
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LEA Access Page
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School Access Page
Use browse to direct to folders on the local computer
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Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Reviewed & Revised with COP April 2011
Ability to Comment/Communicate
•Is this something we want?
•Should an email generate if a comment is made?
Reviewed & Revised with COP April 2011
Questions/Comments?
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On Site MonitoringActivities During the On Site Review
Conduct an entrance conferenceDiscussion of district initiatives and
integration of federal programs to support achievement, attendance and graduation rates
Discussion of progress towards universality for pre-k students
Review of documentation to ensure compliance with federal requirements (on-site and pre-visit review of electronic documentation)
Interview processReviewed & Revised with COP April 2011
On Site MonitoringActivities During the On Site Review
Interview federally funded staff members from the district and school levelsDistrict Title I, II and III DirectorsTreasurer Academic coaches Technology integration specialistsParents/community members
Conduct school visits and interviews of school staff as applicable for federal programsPrincipalsClassroom teachersSchool-based coaches/TISsParents/community members
Conduct an exit conference to provide an opportunity for clarifications
Reviewed & Revised with COP April 2011
Written Monitoring ReportIssued within 30 working days of the exit
conferenceSent electronically to superintendent and
Title I director – return receipt requestedIdentifies commendations,
recommendations and findingsIdentifies required corrective action and
timeline for implementation for any findings
Identifies recommended technical assistance/professional development suggested by the SEA
Creates an expectation for including recommendations within the LEA/school strategic plans
Reviewed & Revised with COP April 2011
Monitoring Report ResponseRequired for all federal programs having
recommendations or findings within the reportProvide an explanation of the implementation
of recommendations/corrective actionsSubmit documentation as required by the
reportSubmit electronically to respective federal
program director at the SEA on or before 30 working days following receipt of the monitoring report
Confirmation of receipt of monitoring response will be provided by WVDE
Withholding of federal funding may occur for failure to provide a written response within the required time frame
Reviewed & Revised with COP April 2011
Appeals ProcessSubmit a written appeal within 30 working
days of receipt of the monitoring reportMay request reconsideration of specific
finding if the district concludes the finding is inaccurate
Submit written documentation to support the questioned finding
Review of documentation and a final decision will be issued within 30 business days of receipt of the written appealThe decision of the respective SEA State Title Program Director is considered final.
Reviewed & Revised with COP April 2011
Final Thoughts… “What gets measured, gets done.
If you don’t measure results, you can’t tell success from failure. If you can’t recognize failure, you can’t correct it. If you can’t see success, you can’t reward it. If you can’t see success, you can’t learn from it.”
From “Reinventing Government” by David Osborne & Ted Gaebler
Reviewed & Revised with COP April 2011